CAP PAMPHLET 190-1 (E) 1 May 2000

Guide to Civil Air Patrol Public Affairs Volume I

Chapters 1-8 Marketing & Public Relations Directorate

NHQ CAP/PA

105 S. Hansell Street Maxwell AFB, AL 36112-6332 334-953-5320 334-953-4245 http://www.capnhq.gov

OPR: PA

CAPP 190-1(E)

Table of Contents
VOLUME I Introduction 1-1
Mission Statement .............................................. 1-1 National Objectives ............................................. 1-1 Functions of Public Affairs .................................. 1-1 The PAO Team ................................................... 1-3 Goals for Public Affairs Officers ......................... 1-4 Specialty Track Overview ................................... 1-5

VOLUME II Mission Roles 9-1

Mission Information Officer ................................. 9-1 What Every MIO Needs To Know ...................... 9-2 How to Set Up MIO Files .................................... 9-5 MIO Coordination With Family Liaison .............. 9-7 Critical Incident Stress Management Plan ...... 9-11 Daily Mission MIO Data Sheet ......................... 9-14 Mission PAO Checklist ..................................... 9-15 Daily Mission MIO Telephone List ................... 9-16 Media Release Daily Log .................................. 9-17 Media Resource File ......................................... 9-18 Mission Personnel Functional Designations .... 9-19 The Mission Kit .................................................. 9-20 Biographical Information Form ......................... 9-21

Civil Air Patrol Missions 2-1

Aerospace Education .......................................... 2-1 Emergency Services ........................................... 2-3 Cadet Programs .................................................. 2-5

Promoting Civil Air Patrol 3-1

Courting the Media ............................................. 3-1 Publicizing Special Events ................................. 3-4 Public Release of Informationon Accidents ....... 3-7 Interviews ............................................................ 3-8 The Successful Interview .................................. 3-11 Media Message Worksheet .............................. 3-19

News Release 10-1

Tools of the Trade: News Releases ................. 10-1 Sample News Release ...................................... 10-5 Special Activities for Cadets ........................... 10-13 Award Descriptions ......................................... 10-15

Organizing and Reporting Requirements 4-1

Reporting Requirements ..................................... 4-5 Civil Air Patrol News .......................................... 4-7

Fund Raising 11-1

Fund Raising,Donations, and Grants ............... 11-1 Sample Letters .................................................. 11-4 Successful Grant Writing .................................. 12-1 Sources for Grants ............................................ 12-2 Where to Begin .................................................. 12-2 Before You Begin .............................................. 12-3 Writing Your Proposal ....................................... 12-4 Organization & Components ............................ 12-5 Plan of Operation .............................................. 12-8 Checklist for Grant Writers ............................. 12-10 Sample Table of Contents .............................. 12-12 Evaluation Plan-Foundation ........................... 12-12

Community Relations 5-1

Terms ................................................................... 5-1 Becoming a Better Speaker ................................ 5-3 Suggested Speech .............................................. 5-4 Outline for Speech .............................................. 5-5 Manuscript Brief .................................................. 5-9

Unit Communications 6-1

Recruiting Materials Request Form ................... 6-4

Your Unit Newsletter 7-1

How To Set a Perfect Paragraph of Type .......... 7-6

Photography 8-1

This pamphlet would not be possible without the contributions from many dedicated Civil Air Patrol Public Affairs Officers throughout the country. The National Headquarters Marking/Public Relations Directorate extends its gratitude to each and every contributor.

CAPP 190-1 (E)

Introduction

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v v v

Introduction
Duties & Responsibilities
No area of CAP activity is more vital to the success of the organization than the public affairs function.

he basic need of every nonprofit organization is gaining public understanding and support. It is a never-ending job. This area should not be neglected because the public can be very unforgiving when problems arise. Your efforts will directly affect the degree of public acceptance and support generated for CAP and the U.S. Air Force.

In todays competitive environment, an effective, aggressive marketing/public relations program is absolutely vital to survive, and it must begin at the grassroots level!

Mission Statement
To inform internal and external audiences of Civil Air Patrols national importance; enable the organization to grow; protect the image and assets of the corporation; and strengthen relationships with key audiences and customers.

National Objectives
To bring about a greater appreciation and better understanding of CAP missions, objectives, requirements, programs, and accomplishments among members of the general public and members of CAP. To promote cooperation between CAP and other aviation organizations, aviation industry, and civic groups. To acquaint the public, through a program of general aerospace education, with the importance of aerospace power as a prime element of our national security.

Functions of Public Affairs

The public affairs officer bears responsibility for managing external and internal communications. The following is a list of several significant publics and duties associated with them.

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Introduction
Significant Audiences
General Public
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CAPP 190-1 (E)

Plan and organize events/campaigns that have broad appeal to promote CAP to the public. Recruiting new members.

National Headquarters Marketing & Public Relations Directorate (NHQ CAP/PA)

v v v

Submit articles for publication in CAP News. Coordinate with Wing/Region/National Headquarters staff on missions that potentially may have a national impact. Participate in national public relations campaigns.

Local News Media

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Build and maintain a database of media contacts. Develop rapport with local media representatives. Schedule radio and TV interviews. Pitch stories to local media. Research, design, and write copy for timely news releases. Develop story lines and write feature articles for periodicals and magazines that have an affinity with CAP missions. Devise systems of disseminating information to external audiences.

Local Legislators, Civic Leaders and Industry Representatives

v v v v v v

Provide regular updates on CAP missions and activities. Invite to unit events such as open houses, ribbon-cuttings and award presentations. Participate in community affairs. Give presentations to civic groups. Schedule orientation flights. Extend honorary memberships.

Military Leaders
v v v

Arrange introductions for commander with appropriate base leadership. Schedule an introductory briefing on CAP at local military facility. Provide updates of local CAP events to base newspaper.

Affiliated Organizations
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Develop rapport and establish mutual support. Plan events in conjunction with other affiliated organizations. Volunteer to support their events. Include in database for news release distribution.

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Introduction

Unit ResponsibilitiesDuties
Advisor/Communicator
v v v v

Advise commander on all matters relating to community relations and media relations. Keep unit members informed of unit activities. Encourage members to participate in unit activities. Produce a monthly newsletter and distribute to all unit members.

Photographer/Videographer
v

Produces a visual record of important unit events: awards, presentations, distinguished visitors, activities, exercises, and missions.

Protocol Advisor
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Coordinates arrangements for all Distinguished Visitors. Advises on seating and flag protocol for CAP events.

Fund-Raiser
v

Prepares and implements fund-raising campaigns.

The PAO Team

One person volunteering his time cannot possibly accomplish all the public relations tasks necessary to achieve the goals of CAP. It can only be done with a team approach. Your team may include the following: Public Affairs Officer (PAO)
v v

Ensures all PAO functions are carried out within the unit. Provides guidance and oversight to PAO team members.

Deputy Public Affairs Officer

v

Assists PAO with all responsibilities, including the recruitment of other team members.

Media Relations Officer

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Manages the Media Relations function of the PAO.

Photographer/Videographer
v v v

Photographs and/or records unit award presentations, activities, exercises, and missions. Follows up with interviews and photographs of survivors. May also produce video news releases for distribution to local media.

Newsletter Editor
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Edits and produces unit newsletters under guidance of PAO. You are the hub for internal information. May sell local advertising to offset cost of publication.

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Introduction
Legislative Officer
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CAPP 190-1 (E)

Serves as key liaison with local elected and appointed officials. Lobbies for local and state support of CAP units.

Goals for Public Affairs Officers

Every public affairs officer in CAP should set goals for himself/herself that will improve his/ her own job performance and that will also help CAP to develop the kind of favorable publicity it must have if it is to survive, grow, and fulfill its Congressionally assigned missions. You should reexamine your goals periodically at least once a year. Study what you have accomplished over the past year, try to find out why you failed to meet your goals (if you did), and set new and higher goals for the coming year. You dont even have to wait a year; you can do this anytime. Following are five suggested goals that you might wish to adopt for yourself. They are good ones and worth your consideration. Surely you can add more of your own.

Establish a Harmonious Working Relationship With Your Unit Commander

Check with him/her at least once a week about his/her plans for activities that may be newsworthy. Discuss with him/her your own plans for an active public affairs program.

Get Acquainted With Your Local News Media

Make a list of all newspapers and radio/TV stations in your area. The Yellow Pages of your telephone directory is one source of information. Include the names and telephone numbers of those news media people you need to know and with whom you will be dealing. GO SEE THEM! Introduce yourself, tell them you represent CAP, tell them a little about CAP, ask for their cooperation, offer them yours. Take a press kit when you go for your first visit. This should include pamphlets, folders, or information about CAP, including information about your unit, a report to Congress, etc. Make it a habit to visit these people regularly. (They are busy people so dont stop just to chitchat; take them a news release.)

Make Contacts With Community Officials

This includes your mayor and other city officials, prominent members of business firms perhaps, local civic club volunteer organizations, etc. Offer your services, or that of a wellspoken member, as a speaker at community events, civic organization meetings, and educational institutions. A prepared speech is included in Chapter 5 of this pamphlet. Prepare slides to enhance your talk or order a PowerPoint presentation from National Headquarters.

Talk to Your Media Contacts Often

This could be as simple as an announcement of your next meeting. (Some newspapers publish lists of such club meetings, etc.) (NOTE: Deliver your news release/announcement in

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Introduction

person.) Your fellow members like to read about themselves. This helps build morale and stirs interest within the unit. In addition, it helps advertise CAP to the general public. Also, send at least one news release per month to Civil Air Patrol News.

Start a Unit Publication Newsletter

Make sure it is published at least once a month. Newsletters are a wonderful way to build interest among your members, motivate them to greater activity, and help bring back inactive members. When you publish your newsletter, send a copy to National Headquarters Marketing and Public Relations Directorate.

Specialty Track Overview

The Public Affairs Officer Specialty Track Study Guide outlines requirements for individuals to progress from the entry level of technician to the intermediate level of senior and the highest rating of master. The technician level provides the individual with basic information to use in performing duty as a public affairs officer at the unit level. The senior level prepares the public affairs officer to serve as a functional public affairs officer and also in an expanded role as an advisor to the commander. The master level provides requirements to advance to the highest level by gaining comprehensive knowledge of all phases of the public affairs program. The public affairs officer will then be qualified to serve in any capacity within the public affairs program throughout Civil Air Patrol. Upon completion of each level, the public affairs officer is authorized to wear a progressive element of the PAO pin. Complete requirements for obtaining specialty rating in CAP public affairs are listed in CAPP 201.

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CAPP 190-1 (E)

Mission

Civil Air Patrol Missions

Where imagination takes flight ...

hat began on December 1, 1941, as a civilian effort to augment Americas defenses has become a multifunctional volunteer organization that serves America today with the same spirit of dedication and commitment. Since 1948, CAP has worked arm-in-arm with our Air Force partners and each year provides more than 85% of all inland search and rescue support as tasked by the Air Force Rescue Coordination Center at Langley AFB, Va. In addition, CAP volunteer members repeatedly respond to calls from the Federal Emergency Management Agency (FEMA) and the American Red Cross when disaster strikes in the form of floods, hurricanes, forest fires, or other natural and man-made disasters. They perform valiantly and selflessly with little thought for their own comfort and well-being, spending endless hours away from family and jobs to serve their fellow Americans. Equally important is the work we do with the youth of America. Civil Air Patrol Cadet Programs provides young men and women, ages 12-20, with a safe and motivating environment in which to grow and explore opportunities in the military and aviation industries. CAP presents an alternative life-style to drugs and teenage violence, thus giving thousands of young people the opportunity to embrace the leadership roles of the 21st century with confidence and determination. Each year presents many memorable challenges and opportunities for CAP in all three of our mission areas: Aerospace Education, Cadet Programs, and Emergency Services. Our volunteer members answer every challenge and meet each opportunity with an unparalleled strength of character.

Aerospace Education
CAP has a proud tradition of humanitarian and educational service to all who want to learn about the wonders of aerospace. CAP continues to fulfill its 1946 charter from Congress to enhance Aerospace Education for CAP members, for Americas schools, and for the general public. CAP carries out its Aerospace Education mission with curriculum tailored for its regular membership (internal) and educators (external). The internal programs ensure that all CAP members (adults and cadets) have an appreciation for and knowledge of aerospace issues. CAPs external Aerospace Education initiatives are designed for educators in school systems throughout the nation.

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Mission
Internal Aerospace Education
The internal program is concerned with two factors: (1) the Aerospace Education portion of CAP Cadet Programs, and (2) Aerospace Education activities for the senior members of Civil Air Patrol. Within Cadet Programs, Aerospace Education is accomplished through self-study and instructional sessions using the textbook, Aerospace: The Flight of Discovery and through aerospace current events reports and activities during unit meetings. Cadets must pass comprehensive aerospace education exams as they advance through each award: Mitchell, Earhart, Eaker, and Spaatz. For the senior membership, a voluntary self-study program is available to those individuals who want to increase their understanding of aerospace-related activities. This voluntary program is the Aerospace Education Program for Senior Members (AEPSM). The AEPSM is based on study of the textbook, Aerospace: The Challenge, and use of the accompanying study guide. When a senior member completes his or her study of these materials, a comprehensive examination is administered. Successful completion of the AEPSM earns the Brigadier General Charles E. Chuck Yeager Aerospace Education Achievement Award. Senior members with an Aerospace Education avocation can fulfill their staff and specialty service within CAP by becoming Aerospace Education specialists. The Aerospace Education specialists support Cadet Programs, Senior Programs, and external programs through various instructional means.

External Aerospace Education

CAPs Aerospace Education membership is an exclusive category for education professionals. A professional Aerospace Education staff develops textbooks, lesson plans, and school curriculum in support of its Aerospace Education members. In addition, CAP hosts a number of workshops throughout the country, as well as the National Congress on Aviation and Space Education. CAP is extremely proud to help our nations schools. Each year, thousands of free educational products are distributed to teachers across the nation. These products also are used to support other educational activities such as teacher workshops, educational conventions, conferences, air shows, and aviation days. Teachers may order additional classroom support materials through a 48-page catalog. Educational products can be ordered with a special discount for teachers and shipped for delivery within 48 hours. In addition, many of CAPs educational resources can be accessed on line at www.capnhq.gov. Developing and enhancing the educational skills of teachers is an ongoing and significant portion of Civil Air Patrols Aerospace Education program. Each year, CAP promotes basic and advanced graduate-level Aerospace Education workshops for hundreds of teachers. Instructional modules prepare teachers to use aerospace themes and techniques to teach science,

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Mission
mathematics, geography, history, social science, art, literature and music. Civil Air Patrol sponsors field trips to historic aviation sites, aerospace research laboratories, and air and space facilities to augment these workshops. To complement the workshops, orientation flights are often arranged with the U.S. Air Force. These flights expose teachers to the challenges of aerospace missions and help promote an understanding of the career opportunities available in todays Air Force so they may better inform their students. Each year, CAP hosts the National Congress on Aviation and Space Education. The Congress is the premier Aerospace Education event in the nation and is one of CAPs major contributions to aviation and space progress in America. Teachers receive information and practical training on how to more effectively motivate their students and prepare them for an increasingly complex world. One of the main purposes of the Congress is to generate an appreciation and understanding of how aviation research and space exploration have contributed to technological development in our society. Space is a frontier that mankind has barely pierced, and CAP believes the continuation of Americas supremacy in this arena will require the support of a well-informed and educated citizenry. Presented annually since 1968, this educational symposium brings together educators from around the nation to enjoy a diversity of gifted speakers and motivational teachers. Aerospaceoriented hands-on/minds-on classroom activities for all grade levels are offered in a variety of break-out sessions. Educators enhance their careers and benefit their students by exploring the latest tools, topics, and techniques in the field of Aerospace Education.

Emergency Services
Since 1941, Civil Air Patrol has strived to save lives and alleviate human suffering through a myriad of emergency services missions Search and Rescue, Disaster Relief and Humanitarian Services. CAP also carries out Counterdrug Operations and Drug Demand Reduction programs under the auspices of its Emergency Services mission.

Search and Rescue

Perhaps best known for its search and rescue effort, CAP flies more than 85 percent of all inland search and rescue missions in the continental United States as tasked by the Air Force Rescue Coordination Center, based at Langley AFB, Va. Civil Air Patrol volunteers are on call 24-hours a day, 7-days a week, to provide search and rescue services to the Air Force Rescue Coordination Center, the U.S. Coast Guard, rescue coordination centers in Alaska, Hawaii and Puerto Rico, and state and local agencies. Missions are initiated to locate missing aircraft, aid aircraft crash victims, search for missing persons, rescue people in distress, locate the source of emergency locator transmitter signals, transport blood or organs, and transport search and rescue dog teams. Each year, CAP is credited with saving about 100 lives.

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Mission
Disaster Relief
Civil Air Patrol plays a vitally important role in disaster relief operations, providing air and ground transportation and an extensive communications network in times of disasters. CAP often works alongside other agencies in the disaster-relief business to improve responsiveness and to minimize human suffering. Following disasters, volunteers provide damage-assessment services for state officials, U.S. Army Corps of Engineers, National Guard, and state and county emergency management agencies. CAP volunteers support flood-relief operations, monitoring water levels, stream flows and flooding projections. Ground operations include sandbagging, dike patrol, managing emergency shelters, and staffing disaster-relief hotlines. CAP aircrews also provide real-time, slow-scan television images of flood-ravaged areas. The images can be transmitted directly from an aircraft to an emergency operations center, which greatly augments a centers ability to coordinate with other relief agencies. Aircrews also transport medical supplies to county health departments and fly medical doctors over flooded areas so that they can assess potential health problems. Through memorandums of understanding, CAP supports many humanitarian relief and emergency management agencies. These include the National Weather Service, American Red Cross, Federal Aviation Administration, U.S. Forest Service, Federal Emergency Management Agency, the National Oceanic and Atmospheric Administration, and the Salvation Army. These agreements outline services each agency may provide to the other in times of disaster or other humanitarian crises. CAP is also part of the FAAs SARDA (state and regional disaster airlift) program. SARDA organizes private industry, government, and the general aviation community to provide emergency evacuation of communities.

Counterdrug Operations
Civil Air Patrol provides its immense infrastructure to support the federal and state war on drugs. CAP provides transportation, communications, reconnaissance, and eradication support for the Department of Defense, Drug Enforcement Administration, U.S. Customs Service, U.S. Forest Service, and state and local law enforcement agencies. CAP has been tasked to provide rapid-response reconnaissance for the Southwest border. CAP supports these efforts with more than 5,000 volunteers, who go through a security check and training by either the U.S. Customs Service and/or the Drug Enforcement Administration. Each year, CAP interdiction efforts assist in confiscating or eradicating billions of dollars worth of illegal drugs. Because highly trained volunteers provide CAP services, the agencys costs are minimal and the return to the taxpayer is immense.

Drug Demand Reduction

In addition to its drug interdiction efforts, Civil Air Patrol is involved in an education program to encourage Americas youth to remain drug free. The program, led by volunteers, is cost effective, placing the limited funds CAP receives for this effort where it will accomplish the greatest good in the local communities. CAPs Drug Demand Reduction program provides alternatives to drug use through senior leadership, mentoring, training, alternative activities, and

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Mission
programs to prepare youth for success in life. CAPs Drug Demand Reduction program is funded by and is in direct support of the U.S. Air Force Drug Demand Reduction initiatives.

Cadet Programs
Civil Air Patrols Cadet Programs provides young men and women, ages 12-20, with a safe and motivating environment in which to grow and explore opportunities in the military and aviation industries. Civil Air Patrol cadets participate in a tiered program of progression. The program consists of 16 achievements including the Gen Billy Mitchell, Amelia Earhart, Gen Ira C. Eaker, and Gen Carl A. Spaatz awards.

The Military Experience

CAPs Cadet Programs has a strong impact on the youth of America, especially those with an interest in the military and, in particular, the U.S. Air Force. The Cadet Programs provides the training necessary to excel in the military and the opportunity to apply it to real-life situations. The U.S. Air Force recognizes the high standards CAP cadets must meet. For that reason, cadets who earn the Gen Billy Mitchell Award in the Cadet Programs are eligible to enlist in the Air Force, Air Force Reserve or the Air National Guard in the advanced pay grade of E-3 (airman first class) instead of airman basic. Cadets reaching this level are also entitled to training credit when applying for entry into the Air Force Reserve Officer Training Corps. Civil Air Patrol cadets who earn the Gen Carl A. Spaatz Award often receive preference when applying for Air Force commissioning or entry into the Air Force Academy. Each year, approximately 10 percent of the student population at the U.S. Air Force Academy are former CAP cadets. These cadets experience a slightly higher graduation rate overall than other academy cadets. Other CAP cadets interested in a military career elect to attend the U.S. Military Academy at West Point or the U.S. Naval Academy at Annapolis.

Special Activities
Each year, almost 8,000 cadets attend wing and regional special activities and almost 1,500 cadets attend activities at the national level. Additional opportunities for cadets to learn to fly are continuously pursued by CAPs National Headquarters Cadet Programs staff. Civil Air Patrol provides more than 20,000 orientation flights to cadets during the year. Through a series of structured flight sessions, cadets are exposed to flight and the general aviation environment. Cadets are offered the opportunity to fly solo in gliders and powered aircraft. The highlight of CAPs national activities is the International Air Cadet Exchange (IACE). Each year, more than 100 CAP cadets visit one of 18 participating countries in Europe, Australia, and the Pacific Rim. At the same time, foreign cadets and escorts visit CAP wings and squadrons throughout the United States. The 2-week visit provides many opportunities for participants to learn and experience the host countrys customs. Through IACE, cadets develop an understanding of other cultures and help promote international goodwill. 2-5

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Mission
Academics and Scholarships
CAP affords cadet members many opportunities to explore exciting career possibilities in the field of aviation through special programs and academic scholarships. CAP provides scholarships to cadets to further their studies in areas such as engineering, science, aircraft mechanics, and aerospace medicine, among others. Scholarships leading to solo and private pilot flight training are also available.

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3
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Promoting CAP

Promoting Civil Air Patrol

Why You Must Engage the Media

ivil Air Patrol cannot accomplish its missions without the support of an informed public. As a public affairs officer you will deal with several publics: the general public, government and military officials, emergency management agencies, education systems, youth programs and general aviation. When promoting Civil Air Patrol to your local media, you should evaluate how your message may affect each of your publics. You should also view each interview as an opportunity to send Civil Air Patrol messages clearly, concisely, and positively to the American people. With the right attitude and proper preparation, you can have a positive influence on the outcome of stories about the Civil Air Patrol. The bottom line is: Without your support, Civil Air Patrol will miss important opportunities to present its messages to its various publics.

Courting the Media

The media relations program generally refers to any activities that help foster understanding, awareness, support of and confidence in CAP by the American people, and includes the continuous issuing of news releases, photographs, feature stories, and other materials to the public. In conducting your public affairs program, remember that any information given to news media (newspapers, magazines, television, radio) should be newsworthy, factual, within the limits of policy and propriety, and timely. Know Your Product If you are to be successful in telling the world about CAP, you must know and understand its history, accomplishments, programs, missions, affiliation with the Air Force, and broad objectives. You must be prepared to give accurate answers to questions about Cadet Programs, Aerospace Education, and Emergency Services, including Counterdrug Operations, special summer activities, and qualifications and requirements for membership. You must be thoroughly familiar with all of the information in Chapter 2 of this pamphlet. Know Your Public Study the people and groups in your community. Soon you will learn that different groups have different channels of communication through which you can best reach them. You may even want to conduct a survey of community attitudes and expectations.

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Promoting CAP
Select the Media Once you identify those with whom you will be dealing, the general public and its different groups, you must decide how you can best reach them. Whatever methods you choose, plan your public affairs program carefully. Compile Your Media List You should keep an up-to-date list of all your local news media. This list should contain names, telephone and fax numbers, and e-mail addresses of local newspapers, press associations, service publications, radio and TV stations, and Civil Air Patrol News. After you establish your list, visit the publishers, executives, or editors on your list. Solicit their support. Visit the editors of newspapers or news broadcasters and schedule brief, informal chats with them, but do not ignore the frontline reporters with whom you may be dealing. Personally deliver a media kit.

Getting Your Story in the Newspaper

NOTE: Any news release sent to a newspaper or which a reporter writes is called a story or a news story.

Your Duty As a unit PAO, it is your duty to see that publicity about your unit, its personnel, and its activities, appears regularly in your local newspaper. You have a valuable commodity to sell a nonprofit, humanitarian, and community service organization and the newspaper editor is usually an advocate for the community. Timely News Leads Here is a partial list of CAP unit activities that usually can be developed into timely news or feature stories:

Assignment of a new commander or staff officer. Ground-breaking for a new facility. Nominations and appointments to service academies (West Point, the Naval Academy, the Air Force Academy). A CAP cadet joining one of the military services. (Check with the recruiter to avoid duplicate effort.) Speaking engagements. Selection of cadets for scholarships or special CAP activities, such as the International Air Cadet Exchange, or participation of adult members in special schools or workshops. All promotions. Awards. (These often generate two news storiesone announcing the award, a second about the presentation, when it occurs.) Announcing visits by VIPs, such as congressmen, state officials, CAP national commander. Announcing social events planned by the unit.

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Promoting CAP

Recruiting drives, sports events, drill competitions, etc. Announcing search and rescue or disaster missions, or test and practice missions. CAP participation in community projects, such as parades and exhibits.

Feature Stories
There is another kind of story that has no time element: that is, it will make interesting reading anytime. Examples:

A famous figure or prominent citizen who is a member of the unit. Entire families who are all members of CAP. A historical story about how the unit has developed over the years. Annual summary of units accomplishments. Outstanding or unusual achievement by an individual member. Any type of human interest story.

Know Your News Representatives You should know the important people on the staff of the local newspaper. First, know the person who is responsible for handling the news of the local area, usually the city or metro editor. Call on them at a time when they are not too busy. Do not take up their time needlessly. Trust Your News People Remember, the editors decide what is news as far as their paper is concerned. If they do not print something you have given them, then it just was not news to them on that particular day or there was limited space and your story was the one omitted. Do not expect all your releases to be published and do not question their judgment. Twelve Ground Rules Here are some guides that will help you in planning your public affairs program: 1. Define Your Objective. Before you begin any public relations or public affairs project whether it is a news release or special event determine your purpose. 2. Use Your Allies. Newspaper reporters and editors, radio and TV news directors, and influential local citizens are your friends and allies in telling the story of CAP. 3. Know Whats News. Everything you do is news to somebody. But it may not be news to your local newspaper. Try to align your unit activity and its news with community interests the local angle. Never attempt to force your material on anyone, whether they are a newspaper editor or a Rotary Club member. 4. News Is Perishable. Keep in mind that news is news only for today. Tomorrow it is history. 5. Be Honest and Accurate. Make your stories as interesting as possible and keep them accurate and factual. Confirm all ranks and names, affiliations and location names. Be specific. 6. Spread the News. You may get your news out in many ways: tell the person on the street or your neighbor, make a speech or buy advertising. But, most often, you will be using

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Promoting CAP
established news outlets in your area daily and weekly newspapers, national press associations, radio and TV stations, industry and company publications, and public and private organizations of significance. 7. Play It Fair. There is no place for partiality among your responsibilities as a PAO. All medialarge and small, daily or weeklydeserve and have the right to expect equal attention. 8. Exclusives. If a reporter comes to you for help with a feature or story idea, respect their right to that story as an exclusive. You are not at liberty to discuss their exclusive with other news people, unless it is an important story that should be released to all media at once or if you are asked about it. In the latter case, tell the second reporter that someone else is already working on the story. If they request the facts, give the facts to them and immediately inform the first reporter of your action. No other person or organization, whether it is another reporter or a civic organization, should be told about the exclusive story before it is published unless they ask. 9. Media Queries. Media representatives will sometimes call to ask you for information. If you know the answer and no regulation or order prevents you from giving it answer immediately. If you dont know the answer, dont try to guess, hedge, or speculate. Say you dont know. If the information can be located and the request is reasonable, say so, and take their name and telephone number. Then find out the facts, return the call and release the information as soon as possible. 10. Know Your Organization. Be familiar with your unit, the people in it, and its activities and programs. 11. Establish Many Contacts. The more news people you know the better your chances of getting your news published or put on the air. 12. Contacting You. Be sure all local media people know where and how to get in touch with you at any time, day or night. Give them telephone numbers to your home, business, personal pager, and cell phone. You may also wish to provide them your e-mail address.

Publicizing Special Events

A special event may be any news making situation an open house, ribbon-cutting for a new facility, search-and-rescue exercise, DDR activity, orientation flights, visits by celebrities, and politicians. The publicity for each event requires its own unique handling, but a few basic rules apply to virtually every case.

The Mechanics
First... Establish a timetable because so many events have to dovetail. The timetable should include the dates for the first announcements, which must be coordinated with any special invitations and advertising. Second... Mailing lists must be prepared for both special activities and the news media. You must start early and set firm policies on handing out news media credentials. Third... The promotion campaign itself must be planned in detail, with a theme selected that will carry through all advertising, publicity, letterheads, invitations, and posters. 3-4

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Media Kit
A media kit should be prepared for the event, and it should be one of the most carefully thought out pieces of the entire promotion. Media kits are mailed in advance to people who may not attend the special event but who may write something about it. They are also handed out at the event itself. Because the kits must serve a variety of media specialized and mass, print and broadcasting parts of the kits will differ. Kits for publications may include 8 X 10 glossy photographs with captions glued to the bottom or back. Those for broadcast media may include cassettes with important information spoken by the central figures involved in the news event. Broadcasters may use these as actualities (recorded quotes). Brief stories written in broadcast style and format, with a suggested release date should accompany your tapes. Television kits should include a list of specific activities that have visual appeal as well as videos (VNR), 16mm film or slides. Media kits should be tailored to each occasion; if mailed, they should also include a cover letter that briefly explains the event. Suggested materials to include in media kits:

A basic facts sheet that details the news making event and explains its significance using factual terms. Include important dates, times, participants, and relationships (for example, CAPs relationship to the U.S. Air Force). Be sure to include your name, address, phone numbers, and e-mail where you can be reached for additional information. A historical facts sheet that gives background information on the event and identifies the individual or organization involved. Use a simple date-event format. A program of events or schedule of activities, including detailed time data. Provide a script, when possible, for the broadcast media. A straight news story, never more than a page and half of double-spaced typescript for print media and one or two short paragraphs for broadcast media. Give both print and broadcast versions to broadcast news people. The print news media need only the print version. A complete list of all participants, with accompanying explanation of their connection with the event. Biographical background information on principals, updated with emphasis on current information. Visual materials, consist of black and white gloss prints for newspapers and magazines and 35-mm color slides for television and publications using color. Many publications now accept scanned images. Check to make sure they are scanned at a resolution, line screen, and format compatible with the publications computer equipment. Be sure all images are of good quality, have significance, have an identification attached. A longer general news story that ties in background information. Two or three feature stories of varying lengths. A page of special isolated facts that are interesting and will stand alone. These often are picked up for incorporation into copy written by news people or used as fillers. Any brochures that are available about the event or organization or person, prepared either for the event or earlier (if the latter, be sure to update in pen). 3-5

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A list of useful additional information, with telephone numbers and addresses of news organizations receiving the kits. Have releases and photos (stills and slides) ready for the newswire people, and have actualities on cassettes for the radio networks as well as videos for television people. Also include a map and detailed directions.

Media Tips
The word press should never be used in a media kit. Press relates only to the print media; a PR person who thinks only in print terms is in the dark ages. Some organizations print suggested headlines on their envelopes. The Day Before The day before your event, call local media as a reminder. Not only will this prod their memory, it will give you the opportunity to provide a brief update on the activities. Use this call also to confirm that youre set up to handle any technical considerations. Tie-Ins Motels and business are usually willing to display special messages on their marquees, especially if the event is an annual attraction of has some civic interest. Banks, utility companies, schools, and libraries often permit exhibits and displays. Extending Publicity Coverage To get as much mileage as possible out of your publicity, send clippings and stories to special publications such as trade magazines and newsletters as well as to other media that serve special publics. If possible, get a mayor, governor, or state legislator to issue a proclamation to mark the event. (Excerpts from This IS PR; fifth edition; Newsom, Scott, Turk; Wadsworth Publishing Company; Belmont, California.)

Making Contact
1. Fax or mail news release or advisory 2 weeks in advance. 2. Follow up with phone calls within the next day or two. Schedule appointments with assignment editors. If the editors are reluctant to meet with you, tell them youll only need about 5 minutes of their time. 3. Be punctual and keep all appointments. Take along a media kit to hand-deliver to the assignment editor. Be sure your kit includes a copy of your news release or advisory. (For more information on media kits, see Publicizing Special Events on page 3-4.) Find out what time news people have their budget meetings. These meetings are where journalists are assigned stories to cover each day. They often have input into their assignments and can sell your story to the assignment editor. 4. Call the assignment editor either the day before the event or the day of the event as a reminder. Try to call about an hour or half hour before the budget meeting. 5. Call the assignment editor about an hour or two after the meeting. Ask him if he plans to send a news crew, and if so, what time they will arrive. 6. Notify potential interviewees beforehand and be sure they are readily available at the scene. 3-6

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At the Scene 1. Personally greet news crew and escort them to where the action takes place. Have interviewees close by. 2. TV crews like action. Theyll probably want to do their interviews with activity in the background. 3. Newspaper journalists and interviewees need a bit of seclusion. Escort them to a quiet place. If the journalist brings along a photographer, escort him to places of activity. Follow Up 1. Watch newscasts and read the paper. 2. Hand deliver a thank-you note and a CAP memento.

Public Release of Information on Accidents

Well talk about CAP accidents first, then move on to other types of accidents.

CAP Accidents
Prepare news releases concerning CAP accidents as follows: No Fatalities If no one dies in the accident, you may release the following:

Statement that the accident occurred. Location and time of the accident. Time and place of aircraft or vehicle departure and destination. Biographical information about persons involved. Type of aircraft or vehicle. Purpose of the trip, if known. Pictures of persons involved in the accident, if available. These should be photographs taken before the accident. Do not release any photographs with grisly or gory scenes. Do not speculate or comment in any way on the probable cause of the accident. If you are asked questions about the cause, reply that a board of qualified officials will investigate the accident and results will be available when the investigation is completed.

Accidents Involving Fatalities The above applies, except the names of fatalities will be released as follows: When a CAP aircraft crashes in a civilian community causing significant property damage or causing injury or death to persons in the community, the commander will not normally release the names of members killed in the accident before their next of kin have notified. This may be done when, in judgement of the commander, the needs of the public far outweigh any potential

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distress of the victims next of kin. This may be necessary when the commander needs to immediately reassure the community that the members were well qualified and experienced, or when information on the members is needed by civilian authorities to identify the accident victims remains. If the accident involves an aircraft that crashes in a remote area, does not involve injury or deaths to persons in the locality, and does not cause appreciable property damage, the names and addresses of the casualties will be withheld until the next of kin have been officially notified by the unit commander. The names and addresses of the injured may be released. Other Civil Accidents If the accident involves commercial aircraft or private aircraft not connected with CAP, you may not release information about the accident, whether casualties occur or not. If the news media inquires about such an accident, refer them to whatever authority has jurisdiction of the vehicle or aircraft involved. However, this does not preclude you from releasing information about CAPs involvement in the search for a missing aircraft. Military Accidents CAP personnel or PAOs will not release information about military accidents unless the appropriate military authority specifically requests CAP to do so. As in the preceding section, however, this does not prevent you from releasing information about CAP search activity. If your unit is involved in a search-and-rescue effort following a plane crash or other disasterrelief mission, get the facts of your units participation to the news media immediately. Confine yourself to the facts concerning your CAP units endeavor, coordinate your releases with local civilian and/or military officials, and above all, DONT SPECULATE ON THE CAUSE or other aspects of the tragedy. Many other rescue agencies are usually involved. So dont exaggerate CAPs participation. At the scene of the accident, PAOs and other CAP personnel do not have the authority to interfere with news people or photographers covering accidents and may not engage in any form of law enforcement activity at the scene.

Interviews
Getting Ready
Your success in an interview is directly tied to the quality of your preparation before and the level of control you exercise during the interview process. Dont think an interview is a conversation and that you can wing it. View it instead as an opportunity for you to make a welldeveloped presentation reflecting research, preparation and enthusiasm. (See also, The Successful Interview on page 3-11.)

Messages
You should never do an interview unless you know exactly what you want to say and how you want to say it. You should anticipate the issues and questions an interviewer will present, and be equipped with short, memorable, positive messages with which to respond.

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Use the Inverted Pyramid to structure your interview answers. Beware of space and time constraints journalists face. In the majority of interview scenarios it is crucial for you to distill your messages down to 12-15 second sound bites of one or two dozen quotable words. Given that you have no control over what answers an interviewer will use in the final story, it is equally essential that each one of your answers be a home run.
Conclusion Facts Supporting Arguments & Data Thesis

Inverted Pyramid

Tools
Here are some basic techniques you can use to control an interview and get your messages across: Bridging is smoothly transitioning from the question asked to your messages. A direct question deserves a direct answer. But then, after briefly touching upon the answer, bridge to your messages and your agenda. Hooking is taking advantage of opportunities before and during the interview to help focus on what you want to talk about. The idea is to entice the interviewer into your agenda. Tell the interviewer what is on your mind in most instances, your interviewer will be receptive. Flagging is simply a way to underscore, verbally and nonverbally, whats important within your answers during the course of an interview. You can use voice inflection, a hand gesture, eye contact, body language, or a phrase, such as, What is really critical to know about this issue ..., to ensure the interviewer and audience have a clear understanding of what you think is important. Personal credibility is never forgetting that you are the expert thats why the media has come to you for the interview. Use your personal knowledge and experience to avoid speaking about Civil Air Patrol in the abstract.

Repeating Your Messages

An interview has a purpose and so should you. During an interview, repeat your messages over and over to increase your audiences retention of them. Repetition also is important to ensure that your messages are remembered clearly by your interviewer.

Your Appearance on Television

Television has a tendency to flatten your personality and animation. When appearing on television, remember to punch yourself up to compensate for the flattening effect. Research shows that the average audience will remember only 7 percent of the words you say. The balance of their impression will depend upon your voice, face, uniform, and the personal charm and credibility you bring to the interview.

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Dont slouch, rock back and forth, swivel, twitch, or twiddle. Make sure your facial expressions and hand gestures are appropriate to your words and the seriousness of the issue being discussed. Concentrate on your interviewer, maintain eye contact, and convey conviction and enthusiasm. Also, dont forget: if youre boring, the viewers at home will begin to channel surf, and youll lose a valuable opportunity.

Rules of Engagement
The Interviewer and the Audience Prior to any interview, you should find out as much as you can about your interviewer and your audience. But dont confuse the two. The former is only a conduit to the latter, and you should tailor your messages accordingly. The Record Always consider yourself on the record and never say anything you dont want to see in print or broadcast. Language Always remember to speak the publics language and avoid acronyms, jargon, or technical terms. Your messages should be clearly understood by every member of your audience. Keep Up With the News Be sure that you are aware of what has been on the evening news and in the morning papers prior to doing an interview. Reporters and interviewers will know whats in the news, and so should you. Arguments The old saying goes: You wont win an argument with someone who buys ink by the barrel or videotape by the case. Never argue. Simply state that you understand the persons concern and try to answer the question. Protect the Record Bad information has a way of propagating and taking on a life of its own unless challenged. If an interviewer asks you a question based upon false data, be sure to protect and, if necessary, correct the record. Honesty Last, always answer honestly, but without saying no comment. If you dont know the answer to a question or if the answer would invade someones privacy, its okay to say so. And then bridge to one of your messages.

Print Interview Reminders

1. Develop your messages. Make them short, positive and memorable, and repeat them throughout the interview. Its imperative that you know what to say and how to say it before going to an interview. 2. Know your interviewer and your audience. Round up articles penned by the interviewer and talk to people the reporter has interviewed. 3-10

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3. Know the reporters deadlines. 4. Provide photos or graphic materials to accompany a story. 5. Consider yourself always on record. 6. Never forget that youre in control of the interview and that you have an agenda. Make sure you get your message across.

The Successful Interview

(Written for the commander or spokesperson. Demonstrates the PAOs role in preparing the interviewee for the television interview.) by MSgt Valerie McGovern, USAF/ACC Public Affairs (edited by CAP Marketing & Public Relations Directorate with ACC permission) Why Be Interviewed? No doubt youve heard the expression, You get what you pay for. If youre paying dearly, you surely want to know everything about your purchase both the good news and the bad news. Americans feel the same way about their Civil Air Patrol (CAP). Theyve invested their tax dollars in CAPs missions. As stakeholders, they want to know what theyre getting for their investment and they have the right to know. Without the support of a well-informed American public, the future of CAP could be at stake. We must all make every effort to inform the public commanders and public affairs experts alike. Thats where you come in. As CAP leaders and experts in your field, you should view radio, television and newspaper interviews as opportunities to tell the CAP story. With assistance from your public affairs officer, the right attitude and proper preparation, you can clearly and positively convey CAPs messages to Americans through the media. Your success during an interview is tied to the quality of your preparation and the level of control you exercise. Although youll probably be asked about your job, dont think an interview is a casual conversation you can just wing. For the unprepared, being questioned by the media can be stressful and embarrassing. But if youre prepared, the interview will be an opportunity to make a presentation reflecting professionalism, knowledge, and enthusiasm. This material will help prepare you to do just that. It covers:

composing messages. rules of engagement. answering difficult questions. successful communication. dos and donts. and nonverbal communication.
Your preparation (and that of your public affairs officer) and this material will lead you to successful media interviews.

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Prepare To Succeed
Preparation is the key to any interview, especially one in front of a camera. Youll have just seconds to professionally state your position while the cameras are rolling. It isnt the time to formulate quick answers to serious questions. Public affairs can help you anticipate questions and develop messages to respond with. Before the interview, work with public affairs to know everything possible about the interview, what you want to say and how to say it.

Know About the Interview

Get answers to the who, what, when, where, why, and how from public affairs. Who will interview you? What is their background? Do they often interrupt? Are they prior military? Do they know much about the military? Who is the audience? Who are the other guests? Who is your point of contact? What is the subject of the interview? What type of program are you appearing on? What is expected of you? What should you do specifically? When is the interview? When will it air? When should you arrive? Where will the interview take place? Where will you sit? Where should you look? Where will the program air? Why do they want you? Why are they interested in the subject? Whats been the slant of the story so far? How will the interview be conducted? How will it end? How should you dress?

Know What You Want To Say

You may know the subject well, the topic may even be your job, but dont assume every question youre asked will be easy to answer. The public wants answers to the hard questions, so its the reporters job to ask. With public affairs assistance, anticipate the hard questions and plan your answers. Make a list of all the questions you could possibly be asked. Then attempt to answer the questions using messages short sound-bites of key information you feel the public needs to know. For example: If youre being interviewed about a CAP crash, youll want to stress that the NTSB and CAP are conducting an investigation and its results will be used to ensure such an accident doesnt happen again. This is one of your messages. Also, go into an interview with something to say. Know the points you want to make, know what you want the headline or lead to be. Dont rely on the reporter to steer the interview in the direction youd like. Sure, answer the questions, but also have your own agenda. For example: You may want to talk about an air show CAP will be participating in, but the reporter covers it lightly and then starts asking about the loud level of aircraft noise. Answer the question, then plug the air show. Tell the reporter the public is invited out to enjoy the show and learn about your mission, so they can better understand the reason for the noise. This is called bridging. Youre bridging to what you want to talk about. Finally, you need to practice. Have your public affairs office set up 3-12

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a mock interview or press conference. At least have someone play the role of interviewer so you can rehearse your delivery. Know how to say it. Never give simple yes or no answers. If you do, youre missing your opportunity to deliver a positive message about CAP. For example: Is it true one of your members was reprimanded for sexual harassment? CAP has zero tolerance for this type of behavior, so we did reprimand an officer who made intolerable comments to a co-worker. We do everything possible to ensure our people work in a friendly, professional atmosphere. Notice the admission of a problem. Its perfectly all right to admit a problem just make sure to state the steps being taken to fix the problem. Get your message across, but dont be long-winded. Your answers should be 15 to 30 seconds long, with your positive message up front. Any longer, and youll lose your audience. But take a second or two before you respond to the question. Rapid answers could sound rehearsed. Be personable. Answer questions and deliver messages with interest, passion, and conviction. If you dont sound interested, the audience wont be either.

Get Your Message Across

Once again, before doing any interview, you should know what you want to say. In addition to being knowledgeable about CAP issues and messages, you should also be prepared with a few messages of your own. Public affairs can help you with both. Messages are your commercials for use throughout an interview. They can be about the interview subject or other CAP issues. Make sure your messages are short, memorable, and positive. Think of them as sound bites. Use crisp, high-impact words in statements that emphasize the positive. Here are some examples of CAP messages you can use for many occasions:

CAP is prepared to respond to a crisis anywhere, anytime. CAP performed 86 percent of all SAR as tasked by the AFRCC last year. CAPs Counterdrug reconnaissance flights were responsible for the eradication of billions of dollars in illegal drugs last year. CAP is a proud, motivated, mission-ready team. CAP doesnt tolerate drug use, sexual harassment, or discrimination of any kind.

Remember, positive messages can come out of negative events. If youre getting to the bottom of an issue, or fixing the problem thats positive. Use it for a message. Use the Media Message Worksheet example on page 3-19 to prepare for media interviews.

Nonverbal Communication
Your nonverbals are also important in getting your message across. Research shows that the average audience remembers only 7 percent of the words you say. The audience perception of you and CAP depends on your voice, face, uniform, personal charm, and credibility. Also, television has a tendency to flatten your personality and animation, so youll need to exaggerate your nonverbals a little. Following are tips about appearance and nonverbal communication:

Wear service dress (civilians wear the equivalent business attire). Women shouldnt wear more than their usual amount of makeup and men shouldnt hesitate to ask for makeup at the studio it helps control perspiration and glare.

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Wear over-the-calf socks so your shins dont show when you cross your legs. Keep jewelry simple. Shave just before you go to the studio. Pull the back of your jacket down and sit on it so you dont look like youre wearing shoulder pads. Wear glasses if you need to, but tilt them downward very slightly to eliminate glare. Dont wear sunglasses. Sit up straight and dont rock or swivel in the chair. Make frequent hand gestures and facial expressions, but make sure theyre appropriate to the subject matter. Dont rest your elbows on the arms of the chair; youll find them locked there and you wont be able to make natural hand gestures. Bring hand gestures up to your chest, not at your lap or in front of your face. Maintain eye contact with the reporter; looking at the floor, shifting your eyes back and forth, or avoiding eye contact will make you look dishonest. Show interest in the program, subject, reporter, and interview - convey enthusiasm. Restrain from making nervous gestures such as looking at your watch or pulling at your socks.

Rules of Engagement
An interview with the news media can be polite and conversational if you follow a few basic rules of engagement. Set the Ground Rules First, agree on the ground rules before the interview. Your public affairs officer should talk to the reporter about the agenda, and explain yours. If you cant talk about an issue because its classified (truly classified and not just embarrassing), tell the reporter. You may still be asked about the issue on the air, but at least now the reporter is prepared not to do an entire show on something you cant discuss. If youre asked a question on the air that you earlier told the reporter you couldnt talk about, dont get upset. Dont say, You said you wouldnt ask me about that. Youll sound like youre hiding a secret. Instead, answer by saying, Im not prepared to talk about details of the subject, because theyre classified (or whatever), but I can discuss... The second part of the response is called a bridge. With practice, youll find it easy to bridge from the reporters question to your message. Know the Definitions Here are the definitions to terms youll hear often when working with the media:
On the Record

The reporter can use everything you say and attribute it to you by name and title.
Off the Record

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The reporter cant use anything you say. Go off the record only if the information is vital to the reporters full understanding of an issue.
Background

The reporter will use the information but wont directly attribute it to you. CAP spokesperson might be used you and the reporter agree whats best. Its best to always consider yourself on the record. Dont say anything you wouldnt want to see on the news. If you feel the reporter needs background or off the record information, tell him before youre near a microphone. Make certain the reporter understands the information is background or off the record before you tell him. Crisis Communication Dont ignore the media during or just after a crisis. Get bad news out all at once, right away. If you dont, youll appear to be hiding something or youll appear guilty of everything. If you or your public affairs officer doesnt talk to the media, someone will. If the media uses other sources youll lose credibility with the media and the public. Youll also run the risk of the media getting the wrong information. Public affairs is responsible for releasing information to the media in the event of a crisis. This first release (written or televised) doesnt need to answer every possible question concerning the crisis; however, it should at least answer: who (not necessarily by name), what, when, and where. It should also contain a statement expressing concern or regret and a sentence explaining that an investigation into the incident will take place. The information released should be clear and accurate. Of course the facts should be correct at the time of release but expect the facts to change during the confusion of a crisis. Just be honest and update the media often. Speak Their Language Avoid CAP or military acronyms, jargon, and technical terms. Use analogies to explain technical information in a way we can all understand. Your messages should be clear and understandable to every member of your audience. Arguments Dont lose your cool if the reporter starts arguing with you during the interview, keep your composure. Youll appear defensive if you argue. Instead, state your point again and bridge to one of your messages. There are times, however, when youll need to step up to a situation and maintain control of the interview. Dont be passive if the reporter is being confrontational. Try to use personal experiences that the reporter cant argue with. If you say, Ive flown the aircraft several times and it handles perfectly, theres not much for the reporter to argue about unless theyve also flown it. Honesty Is the Best Policy Always answer honestly. If you dont know the answer to a question, if the answer is classified or would invade someones privacy, say so. Then bridge to your message. Never say no comment. To the public, no comment means youre hiding something. Answering Questions There are several types of questions a reporter can ask. Some, like the easy softball question or the tell me what you do question, offer you time to stress messages and positive points. Others, like the loaded or the forced choice questions, can be tougher to answer. A 3-15

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technique youll find very useful is bridging. Its a way of downplaying the question, then saying what you really want to talk about your messages. Phrases like, Lets not lose sight of the real concern..., More important..., Thats not the real issue. The real issue is..., are examples of bridges. Briefly answer what you can of the reporters question then bridge to your message. Watch the evening news to see how the pros use bridging. Check out how many of the reporters questions are actually answered. Youll also want to answer your question in the form of a news article. State the most important information first, then fill in the details. In case the reporter interrupts you, youll have already stated the important information. Following are common types of questions, techniques to answer them, and examples. You and your public affairs officer should anticipate these types of questions when youre preparing for an interview.
Softball

Q: Whats it like to be a commander in CAP? This question gives you a great opportunity to expound on all your messages. Take advantage. Answer with great enthusiasm. Smile. Use expressive hand gestures. Praise your people the volunteer membership. This is the only type of question where your answer can be more than 15 to 30 seconds. Dont ramble, but dont stop until youve covered all of your positive points and messages. A: Commanding a CAP unit is a fantastic job! Its wonderful to work with such talented people...
Hypothetical

Q: Do you think CAP will survive this? Dont ever answer hypothetical questions; dont speculate. Discount the question and bridge to a message. A: I cant see into the future, but I can tell you CAP has been around for more than 50 years, etc
False Facts or Assumptions

Q: So, the Environmental Protection Agency has fined XYZ squadron for violating regulations? Dont repeat the false information in the question. For example, dont say, No, the EPA hasnt fined us for violating regulations. Correct the record and bridge to a message. A: Thats not correct. XYZ squadron did very well during the recent EPA inspection. The EPA inspector made a few suggestions on how we can better our
Leading

Q: In a recent news article, you were quoted as saying it will be several months until all your pilots will be trained on the new equipment. Are you saying you cant conduct any SAR missions until then? Again, dont repeat the question, set the record straight, then bridge to a message. A: Absolutely not. Our Wing is fully capable of launching a search. There are a few people who require training on the new equipment, but we are still able to fulfill our mission.
Forced Choices

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Q: Did the crash occur because a pilot lacked the required training? Obviously, dont agree if the choice is incorrect. Tell what you can. If the incident is still under investigation, then attempt a positive message. A: The incident is under investigation, so at this time we dont know the cause. However, I can tell you that our pilots go through continuous training in order to stay proficient.
Factual About Bad News

Q: Can you confirm that two people were seriously injured in an accident? Dont ever try to hide or gloss over bad news. Admit to the accident, problem, or mistake, state your concern, then say how youre going to fix it. A: Yes, right now two of our people are recovering in the hospital. Were doing all we can to help them and to ensure this kind of accident doesnt happen again.
Cant Answer

Q: What were the events leading up to the accident? What was the cause of the accident? If you dont know the answer say: A: Im not sure of the details, but I will get that information for you. If you know but cant answer because the information is classified or the issue is under investigation, say so: A: I cant answer that question because the information is classified. A: I cant answer that because the issue is still under investigation. Then, dont forget to bridge to your message. A: I can tell you...
Your Opinion/Anothers Opinion

Q: What is your personal opinion about the incident? What do you think the mayor will say? How do you think the jury will respond? On CAP/Air Force or government matters, you dont have a personal opinion when it comes to talking to the media. You speak on behalf of your organization not because youre not entitled to a personal opinion, but because whatever you say will be taken as a CAP opinion the CAP position. A: My personal opinions arent the issue here, but I can tell you that CAP believes in... You shouldnt speak for others or speculate on how they may respond. A: I cant speak for the mayor, but I can say our National Commander will ensure we do our part. ... Of course you can give your opinions when you are really asked personal questions. If youre asked about your family, home, and hobbies, then by all means, have a personal opinion.

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Dos 4 4 4 4 4 4 4 4 4 4 4 4 4 4 Donts 7 7 7 7 7 7 7 7 7 7 7 7 7 7 7

take every opportunity to tell the CAP story find out all you can about the interview establish ground rules determine your audience anticipate the questions youll be asked write out the messages you want to convey practice answering the questions wear service dress (or equivalent business attire) arrive at the studio early ask for makeup if needed wear glasses if you cant see without them use frequent, but natural hand gestures sit up straight in the chair assume everything you say, even when off camera, will be broadcast or printed bridge to your messages relax smile when appropriate convey enthusiasm talk about personal experiences use simple, understandable language that your audience is sure to understand set the record straight stay calm always be honest

fail to prepare cover or gloss over the truth speculate smile or grin at inappropriate times make nervous gestures roll or shift your eyes say anything you dont want on the air or in print use acronyms or technical jargon answer hypothetical questions use no comment argue let the reporter put words in your mouth just answer yes or no assume you wont be asked about important CAP issues assume the reporter knows nothing about CAP

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Example

Promoting CAP Media Message Worksheet

Media Event: Channel 4 News Date: Tues., 14th Interviewer: Issue: Time: 3:00 p.m.

Ms. Erica Smith, Ch. 4 Anchor Aircraft accident, no injuries

Message 1:

Investigation is under way to determine the cause to ensure this

doesnt happen again.

Message 2: Civil Air Patrol has an excellent safety record; our accident rate is much lower than that of general aviation.

Message 3:

No one was hurt and property damage was minimal.

Other Issues:

To fly a Civil Air Patrol mission, a pilot must have at least

200 flying hours and complete a check ride. Our pilots also train continuously throughout the year. Through a combination of experience and training, our pilot avoided injury and minimized property damage.

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4
T

Organization

Organization & Reporting Requirements

o do an effective job, a CAP public affairs officer must know how the CAP public affairs program is organized and understand the responsibilities of its various levels and positions

National Headquarters Marketing & Public Relations

This office is a staff agency of National Headquarters Civil Air Patrol. The director of Marketing and Public Relations is directly responsible to the executive director for operating the national public affairs program. The Marketing and Public Relations Directorate is comprised of three sections: Marketing, Public Relations, and CAP News. The address is NHQ CAP/PA, 105 S. Hansell St., Bldg. 714, Maxwell AFB, AL 36112-6332.

Field Service Assistance

The Marketing and Public Relations Directorate is here to serve you. To the extent travel funds permit, it will provide representatives at region conferences. The directorate can also furnish you, free of charge and in reasonable quantities, various types of materials in support of your public affairs and recruiting/retention programs. In the event, you find your unit facing a public relations crisis, call the Marketing and Public Relations Directorate for assistance. Please remember the field service assistance is a two-way street and the directorate staff depends on you to keep them apprised of your needs.

Region Public Affairs Officer

The region PAO serves mainly as an advisor, acting as a field representative for National Headquarters Marketing and Public Relations and as a staff assistant and advisor to the region commander on public affairs matters. The region PAO keeps the region commander informed of wing public affairs activities within the region and uses the services and experience of the wing public affairs officer to advise and guide PAOs at lower levels in solving problems and overcoming weak areas, as requested. In addition, the region public affairs officer is the PAO for the region staff, conducting a sound public relations program with all news media at that level. The region PAO is not required to submit activity reports to National Headquarters. The channel of communications is direct from National Headquarters to wing public affairs officers and vice versa. It is not required to go through the region PAO. Since the region public 4-1

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affairs officer must keep the region commander advised of wing PAO activities, wing public affairs officers must submit a copy of their quarterly activity report to the region PAO. This should be mailed at the same time the original report is mailed to NHQ CAP/PA.

The Region PAO and Region Conferences

One of the primary jobs of the region PAO is planning a public affairs section of the annual region conference and coordinating plans with the host wing public affairs officer and National Headquarters Marketing and Public Relations Directorate. The region PAO serves as moderator for the public affairs section of the meeting and carries out other information activities before and during the conference. The region public affairs officer serves as field representative for National Headquarters Marketing and Public Relations, prepares an agenda, and in cooperation with the host wing PAO, conducts the meeting according to the desires of the region commander.

The Wing Public Affairs Officer

From an administrative standpoint, the success of the national public affairs program rests almost entirely on the wing PAO. The wing public affairs officers primary responsibilities are as follows:
To advise the wing commander on all public affairs matters; To organize and conduct an effective public affairs program for the wing; To support and implement at the wing level, national marketing and public relations

programs and/or campaigns

To encourage the assignment of qualified and effective public affairs officers in each

group, squadron, and flight within the wing;

To train and assist them in carrying out their information duties; To evaluate their efforts and make any necessary reports to National Headquarters

Marketing and Public Relations. In addition, the wing PAOs perform duties of working public affairs officers at the wing level, publicizing the activities of the wing.

The Wing PAO Workshop

One of the major duties of the wing public affairs officer is to conduct wing PAO workshops, which should be held at least twice a year and no less than one per year. The PAO workshop at the wing conference may qualify as one of these so long as the workshop is at least 90 minutes. Planning is key to a successful workshop and, in planning one, the public affairs officer should consider the following: The Place The wing PAO should hold the workshop at a location that is most convenient to the most people and should arrange well ahead of time for an adequate space and location.

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The Date Those who will attend should be queried as to the most convenient date and, when the date is selected, should be notified at least a month in advance. Who Will Attend All public affairs officers in the wing should attend. Wing public affairs officer should invite the region PAO and public affair officers from other wings in the region. In addition, they should invite the wing commander, the wing headquarters staff, the wing liaison officers, and unit commanders. The Program Wing PAOs should ensure that the workshop is a working meeting and not just a social occasion. They should arrange a suitable program, perhaps to include a guest speaker who is prominent in the fields of public relations, the news media, education, aviation, or business. They should not overlook the possibility of using editors of weekly newspapers. The speaker should be briefed well ahead of time about CAP and its public affairs program.

The Wing PAO and the Region Conference

Each wing can expect to be the host for the region conference at some time or other. This makes the wing PAO responsible for acting as the host for the public affairs section of the conference. The region PAO conducts this section of the conference but the wing PAO should work closely with the region public affairs officer in order that wishes of both region and wing commanders concerned are considered. The host wing public affairs officer will be responsible for planning publicity and for adequate news coverage of the entire conference.

The Group Public Affairs Officer

The group PAO acts as advisor to subordinate squadron and flight PAOs in much the same manner as wing public affairs officers advise units under their jurisdiction. Group PAOs:

Act as staff advisor to the group commander on all public affairs matters. Support the wing PAO in implementing national marketing/public relations programs and campaigns within their group. Responsible to the group commander for an effective public affairs effort throughout their group. The group public affairs officers coordinate efforts of all squadrons and flight PAOs to ensure that the unit public affairs officers are not working independently on projects of mutual interest. Make frequent visits to squadrons and flights within their group to assist public affairs officers and to hold group PAO meetings which inform, instruct, and advise squadron and flight PAOs. They should not take over functions of the squadron and flight public affairs officers, however. Arrange for speaking engagements for CAP group personnel before civic organizations, schools, and local groups. Maintain close liaison with the PAO to ensure uniform information efforts throughout the wing. 4-3

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Communicate directly with National Headquarters Marketing and Public Relations Directorate, as necessary, sending copies of correspondence to the wing PAOs to keep them advised. Responsible to the group commander for publicity for their group only. They coordinate the efforts of their squadrons and flights and assist the unit PAOs as requested, but they are not to assume responsibility as the sole authority for releasing news stories, photos, etc., for their squadrons and flights. Encourage unit PAOs to exert maximum efforts in all phases of the public affairs program and encourage them to send news releases or articles regularly to Civil Air Patrol News.

The Squadron (or Flight) Public Affairs Officer

The squadron PAOs in CAP are the backbone of the national program. The major efforts of National Headquarters Marketing and Public Relations Directorate are directed in their behalf, and this pamphlet is intended as a tool to help them do an effective job. The basic responsibilities and duties of the squadron public affairs officers are to:

Act as advisor to the squadron commander on all public affairs matters. Be responsible for an effective program for the squadron and for publicity on squadron activities. Implement national marketing/public relations programs and campaigns in their community. Establish and maintain contacts with local news papers, wire services and radio and TV stations to promote good public relations and ensure that a constant flow of good news stories and photographs on squadron activities reaches the local media and is sent to the editor of Civil Air Patrol News. Communicate directly with National Headquarters Marketing and Public Relations as necessary and send news stories, photographs, copies of unit publications, special reports, and clippings of exceptional news coverage (full and half-page features, etc.) to that office. Arrange speaking engagements for CAP personnel, including cadets, before civic organizations, schools, and municipal and local gatherings. Participate in the national public affairs program, comply with all existing regulations and sending reports on all squadron information activities to the wing PAO, along with backup material, in accordance with the wing directives. Seek help and guidance from the wing PAO and from National Headquarters Marketing and Public Relations Directorate as necessary in solving problems.

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Reporting Requirements
This section outlines the reporting requirements for public affairs officers. These reports are used each year in rating the various wings in the public affairs function.

Region PAOs
Region public affairs officers are not required to send any reports to National Headquarters. However, they may, if they wish, send informational reports each quarter or from time to time, on public affairs activities at region level and on the effectiveness and/or problems of the public affairs program within the wings of their region.

Wing PAOs
Wing PAOs are required to report to National Headquarters on public affairs activities within their wings. They are the only PAOs required to report directly to National Headquarters. Each wing PAO is responsible for advising National Headquarters Marketing and Public Relations of their appointment to this position. The wing PAO will submit CAP Form 190-1 to National Headquarters on a quarterly basis. Wing PAOs are also responsible for providing report forms and other guidance to subordinate unit PAOs within their wing. Four times a year, at the end of each quarter, each wing PAO is required to submit a report covering public affairs activities within their wing to National Headquarters. Wing PAOs must complete and submit CAPF 190-1, Public Affairs Officers Quarterly Report, directly to NHQ CAP/PA. The form may be e-mailed, completed on-line, faxed or mailed to National Headquarters Marketing and Public Relations Directorate. A copy of the report is to be sent to the region public affairs officer. Each report should contain a brief narrative description of public affairs activities within the areas of newspaper/printed media activities; radio/TV activities; community relations activities; internal information activities; and miscellaneous activities. Twice each year, with the first and third quarter reports, wing public affairs officers will send National Headquarters Marketing and Public Relations a roster of all PAOs within the wing, listing names, units to which assigned, home addresses, telephone numbers and e-mail addresses. A copy of the roster is to be sent to the region PAO. Reports that are mailed must be postmarked not later than the following dates: First quarter report: 30 April Second quarter: 31 July Third quarter: 31 Oct Fourth quarter: 31 Jan

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Contents of the Report
Reports may be submitted electronically via e-mail to pa@capnhq.gov. The format of CAPF 190-1 must be followed. The preceding dates will be the deadline for submitting electronic reports. Wing PAOs should submit quarterly reports on CAPF 190-1. The form consists of a heading and five sections: Printed Media Electronic Media Community Relations Internal Information Miscellaneous Wing public affairs officers should provide dates, media outlet name, topic and other information provided for on the form. Printed Media Section Include activities generated by PAOs within the wing. Electronic media. List TV, radio, and Internet broadcasts, noting the topic and time covered. Community Relations Include talks or speeches, slide presentations given to civic clubs, schools, or other outside organizations by any CAP member (not just PAOs), and participation in civic events. Internal Information Include activities within the unit which serve to inform, educate, and motivate members of the unit, such as publication of newsletters, bulletin boards maintained, presentation at squadron or unit meetings on CAP topics, etc.

Subordinate Unit PAOs

Unit PAOs Unit PAOs below wing level are responsible for reporting their public affairs activities directly to their wing PAOs only. These reports must conform to the policies and procedures established with each wing. Subordinate unit PAOs are not required to send reports to National Headquarters. Each unit PAO below wing level is required to submit whatever kind of narrative and/or statistical report, and/or backup materials on their public affairs activities which their wing PAO may require on a schedule that the wing PAO may set or that wing officials or directives may require. It is not necessary to send copies of these reports to National Headquarters. Each wing PAO must set up some kind of system by which subordinate unit PAOs report to them.

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National Awards
Each year, the wing PAO reports will be used in judging the effectiveness of the various wings in relation to each other. National Headquarters will select the one judged most outstanding and that individual will be presented the Col Robert B. Payton Public Affairs Officer of the Year Award at Civil Air Patrols Annual Convention and National Board meeting. Criteria to be used in the judging will include the completeness of the reports, the timeliness, the variety and diversity of public affairs projects undertaken throughout the year, the success of these efforts, the number of PAOs in the wing, etc., as reflected in these quarterly reports. Also to be considered will be the activities of units in each wing in submitting news release for publication in Civil Air Patrol News and in sending copies of their newsletters to National Headquarters Marketing and Public Relations Directorate. Wing PAOs who do not submit their reports on time will not be considered as a candidate for the national award.

Wing Awards
In the fourth quarter of each year, wing public affairs officers should select a PAO from subordinate units as the Outstanding Unit PAO. The wing public affairs officer should submit the winners name to National Headquarters Marketing and Public Relations Directorate along with the fourth-quarter report. National Headquarters will then forward a certificate to the wing public affairs officer to present to the Outstanding Unit PAO.

Civil Air Patrol News

Introduction
Civil Air Patrol News is the official newspaper of the CAP organization. The National Board authorized it and the first issue was published in November 1968. Prior to that time, an unofficial newspaper CAP Times was published by the Army Times Publishing Company in Washington, D.C. Civil Air Patrol News has been published continuously since 1968 and is sent to every member of CAP, national legislators, military leaders and friends of CAP.

Mission of Civil Air Patrol News

Civil Air Patrol News has two missions: To enhance the morale of the organization it serves by telling its members about the doings of their comrades and neighboring units and providing information about the organization. To serve as a main channel through which CAP officers get their messages to the members. The Civil Air Patrol News reflects the policies and programs adopted by the volunteer leadership and implemented by the staff at National Headquarters.

Policy and Responsibility

The director of Marketing and Public Relations is responsible for the policies of Civil Air Patrol News and its publication. Publishing responsibility is carried out by assigning an editor

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and by arranging for printing and mailing. The editors job is to prepare the editorial and news content of the paper, to prepare the layout and to proofread the final page makeup. The editor relies heavily on unit PAOs to supply news stories and photographs of CAP activities within their respective areas.

Functions of Civil Air Patrol News

Informing Readers Newspapers are published primarily to inform their readers and, to a lesser degree, to entertain them. The news reports and special features in Civil Air Patrol News deal with events, happenings and personalities related to the organization for which the paper is published. It is also one of the chief means for keeping members informed of CAP policy. Lending a Hand There is also the function of lending a hand. When projects or new programs are launched, Civil Air Patrol News will support them. Spirit and Reputation An official publication should reflect the spirit of the organization that publishes it. Therefore, the editor of Civil Air Patrol News constantly seeks stories that reflect the traditions of CAP, as well as the stories of valiant actions, deeds and accomplishments of its personnel and units. The editor relies on the input of the unit PAOs to keep informed on these stories. Without them, the editor is at a loss to know what is being accomplished in the field by units or individuals. Stories of this type help instill in CAP readers a pride in the unit to which they belong and in CAP as an organization. Its Your Publication One thing all CAP members should keep in mind is that Civil Air Patrol News belongs to the CAP members for whom it is published. You can help make it your paper by sending in stories, photos and features to the editor. Striking a Balance The readership of the Civil Air Patrol News is wide. Therefore, the editor tries to give readers as much CAP news as possible and seeks to balance the coverage so that CAP unit activities across the nation are represented. News, editorials, feature articles, and photographs should never deal with controversial subjects. Political issues, religious questions and such topics as labor versus management are not within the area of coverage for Civil Air Patrol News. Stories that criticize government agencies or established CAP policy should be avoided.

Staff
The operating staff of the Civil Air Patrol News consists of an editor and an editorial assistant. The director, Marketing and Public Relations is responsible for publishing Civil Air Patrol News and delegates this responsibility to the editor, who supervises the editorial activities.

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Procedures
Writing for Civil Air Patrol News Most editors, including the Civil Air Patrol News editor, do not expect all material that comes to them to be finished and ready to print. All the editor asks is that the material is factual and reasonably well organized. In short, an opening should be given and then a logical sequence of events. Rewriting of copy submitted to Civil Air Patrol News is often done to ensure that the story adheres to news style or to fit the available space. Always identify your stories with the authors rank and name. What Happens to Your Story All material sent to the editor is carefully read and evaluated for its news and interest value. If the story contains all the facts, complete information, full names, grades, organizations, etc., and is deemed of sufficient interest to CAP members, then the chances are it will find its way into print. The same holds true for photographs. If your story or photo is not used in a particular issue, any number of things may have happened: 1. The editor may need more information before running the story. 2. Space limitations prevent your story from being printed. 3. Timeliness of your submission prevented publication. The story is too old and no longer considered news. 4. The story and/or photo do not meet the submission requirements as found on page two of the newspaper. If your story is not used, do not be discouraged. Review the submission requirements and continue to send in your material. If your story is above average, it will probably be used.

Deadlines
The deadline for the Civil Air Patrol News is the third Monday of the month for the next months newspaper. But dont wait until the third Monday to send your story! Send it when it is news.

Changes of Address
All changes of address should be directed to National Headquarters. Do not send your change of address to the publisher since this will delay getting your address corrected.

Additional Publishing Information

If possible, send your submissions via e-mail. If you dont have e-mail capability, ask someone in your unit if they can help you. Everything you send in should contain your name, unit, wing and telephone number. Ideally, your story will be the body of the e-mail message as opposed to an attachment. If you do send a story as an attachment, include a brief synopsis of the story in the body of the e-mail along with your name, unit, wing and phone number.

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One e-mail address is used for Coast to Coast and main-section stories capnews@capnhq.gov. When you submit a news story about a unit event, identify people in your stories using their full ranks and names rather than, In all, nine cadets and four seniors participated in the fund raiser. Most units are doing the same things on a tour or an exercise, so use the space to recognize the unique aspects of your news event such as who was involved. Remember that real estate in the Civil Air Patrol News is extremely limited. The trick to getting published is to keep your news stories short and to the point. Limit news releases and other story submissions to one activity per release. Be sure to include who, what, when, where, why, and how for each submission and avoid superfluous details. If you want to submit a feature story, contact the newspaper editor to discuss the details of timing, focus, photo selection, etc.

Guidelines for Editing Copy

Brevity. Cut every word that adds nothing to meaning. Change during the course of to during and few in number to few. Clarity. Dont use vague adjectives when you can be specific. Say We received 145 inquiries instead of We received numerous inquiries. Variety. Avoid starting each sentence with the same part of speech, such as a noun or pronoun. Strive for variety. Content. Make your purpose clear. Dont force your reader to wade through several paragraphs before understanding why you wrote the piece. Paragraph strength. See that each paragraph contains only one topic. Too many topics make readers work too hard. Reprinted from Communication Briefings, Volume XVII, No. II

Tips for Better Photography

There is a different style of photography required by the Civil Air Patrol News. The standard award photo, commonly called the grip and grin, is great for morale, but newspaper editors look for pictures that show action and tell a story. Be sure to add a caption to every photograph you submit. Captions are one or two sentence stories that explain the photo. Include who, what, when, where, and why especially if you arent sending a story with the photograph. It is vital to include each persons rank, full name and title. Editors usually wont call you to track down missing information - they just wont use the photograph. Be sure to include the full name of the person who took the photo. A quality action photo is worth a thousand words. Not only does it compliment a wellwritten story, but it can stand on its own, and often tells the story better than the crafted words of a journalist. When you send in photographs via the U.S. Postal Service, send them along with a copy

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of the story they are associated with. Identify each photo on the back with a story slug and include your name, unit, wing and phone number. The safest way to do this is to print the information on a separate piece of paper, and attach it to the back of the photo with tape.

When you send photos via e-mail, make sure they are of a high enough quality for printing in a national publication (e.g., not blurred, grainy, bad resolution, etc.). Scan your photographs at no less than 203 dots per inch. Send the image as an attachment using the JPG or JPEG format via e-mail or on disk via the U.S. Postal Service.

Use a 35mm camera as opposed to a Polaroid or 110, and use proper lighting and framing techniques. If youre unsure about proper photography techniques, pick up a beginners book and fine-tune your skills.

If you are going digital, be sure to shoot your pictures at a resolution of no less than 1.2 million pixels. When using a digital camera, ,select one with a pixel resolution greater than 800 x 600 and submit your photos as JPGs or TIFs via e-mail or on disk. Make sure they are sized about the same as they would appear in the newspaper (on average, about 3" x 5"). Please do not send in GIFs or BMPs. Color is preferred, however gray scale (black and white) is acceptable.

Civil Air Patrol members being photographed for the CAP News must meet weight and grooming standards, and their uniforms must be in conformance with CAP regulations. For an editor, there is nothing more painful than having to pull a great photo because of grooming or uniform violations.

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5
T
Terms

Community Relations

Community Relations
Cultivating Relationships With Civic Organizations

he overall objective of a community relations program is to make CAP a part of community life through positive and friendly relations among CAP and other civilian associations, based on the understanding that CAP and the community have a responsibility to each other and are interrelated. A community relations program is not the same as a media relations program. A good community relations program results from having all CAP members thoroughly understand CAP. This can be achieved through a good internal information program. If each member of CAP takes an active interest in the community, the community, in turn, will become interested in CAP.

Community Relations
Those actions and attitudes of a community and a CAP unit which are the result of mutual associations and the feelings and reactions which these associations generate.

Community Relations Program

The command function that evaluates community attitudes, which seeks out and relates common interests, and which plans a course of action that will create, develop, guide, and maintain mutual favorable feelings and reactions. Simply put, CAP is part of the community.

Image of CAP
A communitys image of or ideas about CAP are built on favorable responses to actions and attitudes of CAP members. Each member of CAP has a responsibility to learn about and understand CAP policies and directives so that misinformation and contradictions to official CAP statements, and confusion about CAPs missions, objectives, capabilities, and limitations will be kept to a minimum. Participate in worthwhile community activities, avoiding those that the community considers to be antisocial, immoral, prejudicial to good order, or not adding to the community welfare, so that the public will react in a positive way to CAP.

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Community Relations
The Value of External Communications
In the gamut of public affairs efforts, those targeted to improve community relations are perhaps the hardest to gauge. Your community is, in a sense, a captive audience, linked to Civil Air Patrol by the bonds of mutual gain. But many CAP units often have ambiguous relationships with the communities in which they work. Because good community relations undeniably benefit CAP, its imperative that your unit actively and aggressively reach out to other civic groups, government agencies, and schools. As a service organization, the missions of Civil Air Patrol are designed to fulfill certain niche Emergency Services and educational needs. However, Civil Air Patrol volunteers are perfectly poised and organized to contribute to their communities in a myriad of ways. The trick to dealing with the community is to get beyond the quick fix of single large-scale events and to create a long-term working relationship. Many executives explain that companies only exist because the public allows them to exist. This also applies to any group or organization. Without the will of the public, which must be courted continuously, Civil Air Patrol cannot survive, let alone flourish. The success of your efforts to court these communities takes planning and patience and, most of all, finesse.

Objectives
v v

To make CAP part of the community life through positive, friendly associations with other civilians and other civilian organizations. To gain prestige, stature, and understanding for CAP by influencing the attitude of people in communities where there are CAP units, thereby gaining acceptance, respect, and support for CAP. To inform members of the community about CAP, its members, policies, missions, operations, capabilities, and limitations. To provide CAP members with accurate, up-to-date information about the history, customs, economy, resources and problems of the community in which it is located, thereby establishing mutual understanding and acceptance. To establish CAP as an important part of the community encouraging members to take an active part, as private citizens and as CAP members, in community affairs, such as religious, educational, civic, youth, health, recreational, and welfare activities. To help CAP members understand that, if the community relations program is to be a success, they must accept a share of the responsibility for it.

v v

Responsibilities of PAOs
v

Provide advice and counsel to the commander and his/her staff about community relations; evaluate the impact of CAP activities and decisions on the local community so that the best possible relations exist between the two, consistent with the mission of the organization. Ensure that each CAP member understands the importance of community relations to CAP and impress on those under their jurisdiction the importance of taking a personal interest in building good community relations.

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v v

Develop a working relationship with local news media in order to make the public aware of the units community relations program. Develop plans and procedures for special events, consistent with National Headquarters policy. Special events should include such things as: open houses, tours of unit facilities and operations briefings for civilian groups. (See Planning Special Events in Chapter 3 and CAPs Anniversary Planning Guide.) Participation in significant national, state, and local public events and activities. (Armed Forces Day, Veterans Day, and Independence Day are examples of suitable occasions for community relations projects.) Develop a speakers bureau made up CAP members who are qualified to speak to interested groups (Rotary and Kiwanis Clubs, Elks,) about CAP activities. (See Becoming a Better Speaker and Who is Civil Air Patrol? later in this chapter.) Establish friendly relations with appropriate community sources to obtain civilian guest speakers for CAP programs.

Becoming a Better Speaker

If youre not accustomed to public speaking, the following observations and suggestions may help:
n n n

Most people should speak a bit louder than normal and use larger gestures than they do in normal conversations. Invest quite a bit of time in analyzing the audience. Be sure to tell the audience something it doesnt know. Avoid reading a speech with eyes glued to the lectern. If you want to read to people, just remember your parents read to you to put you to sleep. Work from an outline and trust yourself. Move away from the lectern. Establishing rapport with the audience is vital. Videotape rehearsals of your speech. Evaluate your strengths and weaknesses. Spend 5 or 6 seconds looking at each person in the audience. Shorter times can make you look like a scared rabbit. Pause instead of inflicting uhms and ahs on the audience.

n n n n

Get Their Attention

To get the attention of your listeners: n n n Do something different. Wear an outfit that ties into the topic. One speaker at a national conference roller-bladed to the lectern. Communicate excitement and enthusiasm about your subject. People will want to know how they can acquire some of this enthusiasm. Try to involve your audience early in your presentation. Here are some suggestions:
t Announce a test in your first minute. Explain immediately that the people wont be

graded. The word test will gain attention. 5-3

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t Share an anecdote that relates to the topic youre discussing. t Refer to members of the audience by name. t Refer to a survey you did of the audience before your meeting with them. People will

be likely to listen to the results.

Hand Signals
n n n n n n n If you are conscious of your hands when speaking, realize that youre focusing on yourself rather than on your audience. If you concentrate on your message and your audience, chances are your hands will take care of themselves. Dont stand with your feet spread and your hands clasped behind you as though youre a soldier ordered to stand at ease. Dont stand with your hands in your pockets. Dont clasp your hands in front of you as though they were a fig leaf. Dont place your hands on your hips as this indicates aggression. Dont stand with arms folded in front of you as it makes you seem unapproachable.

Suggested Speech
Scheduling speakers to talk to other groups and organizations is a valuable community relations tool. To help you take advantage of speaking engagements, National Headquarters has prepared the following outline and speech to aid you in telling the CAP story.

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Who Is Civil Air Patrol?

I. Introduction a. Thanks b. Perceptions of CAP Flying club Search and rescue (SAR) II. History a. ___th Anniversary b. 150,000 aviation enthusiasts wanted to aid the nation c. Creation of CAP Dec. 1, 1941 d. Under the office of Civilian Defense e. Flying Minutemen: Volunteering time, resources, and talents to defend the nations borders f. 1943 Put under jurisdiction of Army Air Forces g. Missions: Coastal Patrol, SAR, cargo & courier flights, and towing targets for Army Air Force h. Record: Half a million hours, sinking two enemy subs, and saving hundreds of crash victims i. Story: German naval officer j. Pres. Truman signed public law May 26, 1948 - CAP a benevolent, nonprofit organization k. May 1948 the Auxiliary of the U.S. Air Force

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III. Three missions: Aerospace Education, Cadet Programs, Emergency Services IV. Aerospace Education a. Give Americans an understanding of the importance of aviation and space exploration to our society and national security b. Conducted through workshops, conferences, publications and training programs c. 300,000 students through in-school presentations or teacher education d. National Congress on Aviation and Space Education V. Emergency Services a. Includes: SAR, civil defense, disaster relieve b. 85% of all inland search and rescue missions directed by Air Force Rescue Coordination Center (AFRCC) c. Corporate aircraft: 530 fixed wing aircraft, 35 gliders, 2 hot air balloons d. Approximately 4,000 member-owned aircraft authorized for missions e. CAP logs approximately 50,000 mission flying hours each year f. CAP activities 1) Oklahoma City bombing 2) Texas and Florida forest fires in 1998/99 3) Hurricane Andrew, South Florida 4) JFK Jr. search g. Communications systems: 6,000 fixed land, 10,000 land and airmobile radios operated by 20,000 trained communicators h. 950 ground vehicles

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i. Humanitarian missions Red Cross, transport time-sensitive medical materials j. Counterdrugs (CD): CAP joined War on Drugs 1986 1) Agreement with the Air Force and U.S. Customs 2) Today similar agreements with DEA and U.S. Forest Service 3) Aerial reconnaissance, airborne communications support, and airlift of law enforcement personnel 4) CD flying hours exceeds 40,000 hours each year k. Savings to taxpayers: More than 100 million dollars l. Flying costs 1) Air Force C-130 Approximately $2200 hour 2) Helicopter Approximately $1600 hour 3) Other federal aircraft Approximately $350 hour 4) CAP Approximately $75 hour VI. Cadet Programs a. Young people age 12-20 opportunities for learning, maturing, and developing their leadership skills b. A way of life c. Cadets entering the military 1) Approximately 450 at the U.S. Air Force Academy 2) Approximately 200 at the U.S. Military Academy (West Point) 3) Approximately 170 at the U.S. Naval Academy (Annapolis) 4) Scott OGrady/Frank Borman/Gen. Mike Ryan d. Cadet activities: Broaden their scope of thinking and experiences

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1) National Cadet Competition 2) Cadet Officer School 3) National Blue Beret 4) National Flight Academies 5) Ground Search and Rescue School 6) Pararescue School 7) International Air Cadet Exchange e. CAP cadet scholarships f. Drug Demand Reduction program (drug prevention) VII. Close a. CAP: Volunteers performing sacrificial services to benefit their fellow Americans. b. Attracts all age groups c. Volunteers offer time, resources, and skills d. Volunteer spirit - based on principles that made this country great e. Thank you again!

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MANUSCRIPT BRIEFING ON CIVIL AIR PATROL

Speech for presentation to Civic Organizations Revised: 23 Nov 1999 By Marketing & Public Relations Directorate, NHQ CAP Length for entire speech: 45 Minutes

First allow me to thank you for the opportunity to come and speak to you about one of the finest volunteer organizations in the world Civil Air Patrol. If youre like many people you have not heard of the Civil Air Patrol or youre unaware of what the organization does. Im here today to tell you a little about our service-oriented, volunteer organization, what we do for the general public, and possibly what we can do for you. When we think of volunteer organizations that provide support to the public, two names normally come to mind, the American Red Cross and the Salvation Army. While we may not be as well known, Civil Air Patrol provides services and support every bit as broad based and effective as these two outstanding volunteer organizations. Over the next several minutes Id like to share with you how CAP came into being. Then, Ill quickly transition and get into a little more of the details of our three major missions: Aerospace Education, Cadet Programs and Emergency Services. This year Civil Air Patrol celebrates its ____th Anniversary. Most of you recall that Pearl Harbor propelled the U.S. into World War II, but long before Dec. 7, 1942, there was a group of men and women who recognized the AXIS threat to the U.S. They numbered more than 150,000 and as early as 1938 were arguing for the creation of an organization a civil defense organization to harness their aviation resources and flying skills to aid the nation in the event America was pulled into the war. Their efforts became a reality in the creation of Civil Air Patrol on December 1, 1941, just 1 week before the bombing of Pearl Harbor. CAP was first organized under the Office of Civilian Defense. During the war years, the members of CAP became known as the Flying Minutemen and volunteered their time, resources, and talents to defend
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the nations borders and fill the gaps as men and resources were being mobilized to fight abroad. In 1943, CAP was reassigned from the Office of Civilian Defense to the War Department and placed under the jurisdiction of the Army Air Forces. CAP volunteers performed many missions during World War II, including coastal patrol to search for enemy submarines, search and rescue missions throughout the U.S., cargo and courier flights to transfer critical materials and personnel, and even towing targets so Army Air Corps personnel could practice air-to-air gunnery techniques. These volunteers amassed a stunning record flying more than half a million hours, locating 173 German submarines, attacking 57, and sinking two. In effect, CAP pilots were responsible for saving hundreds of lives. After the German surrender, one of Hitlers high-ranking naval officers was asked why the Nazi U-boats had been withdrawn from U.S. coastal waters early in 1943. The answer was exploded in a curt guttural: It was those damned little red and yellow planes! Because of their valiant efforts during the war, a thankful nation recognized the vital role CAP played during the war and understood the organization could continue to provide invaluable help to both local and national agencies. On July 1,1946, President Truman signed a law that incorporated CAP as a benevolent, nonprofit organization. After the creation of the USAF in 1947, Congress passed a law on May 26, 1948, which permanently established CAP as the Auxiliary of the Air Force. The law also gave the Secretary of the Air Force the authority to provide financial and material assistance to the organization. For more than a half-century, Civil Air Patrol has aggressively performed the three missions mandated by Congress: Aerospace Education, Cadet Programs, and Emergency Services. Today there are more than 60,000 CAP volunteers performing sacrificial missions for the citizens of this country. AEROSP ACE EDUCA TION: The Aerospace Education mission is AEROSPA EDUCATION: dedicated to giving all Americans an understanding of the importance of aviation and space exploration to our society and national security. This is accomplished through workshops, conferences, publications, and

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various training programs. We provide Aerospace Education to the classrooms of more than 300,000 students each year, either through inschool presentations or by educating their teachers. Plus CAP provides more than 20,000 pieces of free aerospace education material to Americas teachers each year. Each year CAP hosts the premier Aerospace Education conference in the entire world National Congress on Aviation and Space Education. More than 1,000 educators, school administrators, and business people attend this conference each year to learn how to incorporate Aerospace Education into their curriculum and listen to national experts speak on aerospace issues of the day. EMER GENCY SER VICES: Perhaps the mission CAP is best known for EMERGENCY SERVICES: includes search and rescue, civil defense, and disaster relief operations. However, the primary mission of CAP volunteers is to save lives and alleviate human suffering. CAP flies more than 85% of all inland SAR missions directed by the Air Force Rescue Coordination Center at Langley AFB. Our corporate aircraft fleet numbers 530 fixed-wing aircraft, 35 gliders and 2 hot-air balloons. There are another 4,000 member-owned aircraft authorized to be used on CAP missions. With the largest fleet of civilian aircraft in the world, CAP logs more than 50,000 actual mission flying hours each year with one of the best safety records in general aviation. This is achieved through hands on experience and continuous training. But CAPs services to America are not limited just to the air. Members are trained in ground SAR techniques. How many of you knew that CAP was the first rescue agency to arrive at the Oklahoma City bombing site? Or that CAP volunteers played a vital role in helping the U.S. Forest Service fight the devastating fires that ravaged Florida and Texas in 1998/99? Or that CAP volunteers led damage-assessment teams immediately following the deadly tornadoes in Oklahoma in May 1999? Or that volunteers worked around the clock in the aftermath of Hurricanes Georges, Opal, and Hugo, helping those who had lost everything they owned? Or during a devastating ice storm in 1998, CAP volunteers from six Northeastern states helped save lives, and brought warmth and comfort to thousands of citizens left powerless, freezing, and hungry? Or that CAP launched 24 aircraft in the search for JFK Jr. The fact is CAP is capable of quickly responding in times of disaster, in part because CAP

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maintains one of the most extensive communications systems in the world with 6,000 fixed land stations and more than 10,000 land and airmobile radios operated by over 20,000 trained communicators CAP is often put in charge of airspace operations in disaster areas. CAP owns more than 950 ground vehicles to support our missions and many of these are equipped with sophisticated communications equipment that becomes invaluable during disasters or extended SAR missions. Closely related to disaster relief is CAPs support of humanitarian missions. Usually in support of the Red Cross, CAP aircrews transport time-sensitive medical materials including blood and human tissue in situations where other means of transportation are not possible. CAP joined the war on drugs in 1986 when they signed an agreement with the U.S. Air Force and U.S. Customs Service offering CAP resources to be used to stem the flow of drugs into and within the U.S. Today, we have similar agreements with the DEA and the U.S. Forest Service. CAP has made major contributions to the Counterdrug fight by providing aerial reconnaissance, airborne communication support, and airlift of law enforcement personnel. Trained CAP Counterdrug pilots now log as many as 40,000 flying hours each year in this effort. By using CAP volunteers and CAP aircraft, more than 100 million dollars of taxpayer money is saved each year. It cost the Air Force approximately $2,200 an hour to fly a C-130, $1,600 an hour to fly a helicopter, and other federal aircraft average $350 an hour, compared to $75 an hour for CAP Aircraft. CADET PROGRAMS: Understanding that the future well being of America is within its youth, we are exceptionally proud of our Cadet Programs. For more than half a century, CAPs Cadet Programs has provided young people in the sixth grade through age 20 the opportunity for learning, maturing, and developing their leadership skills. The structured, disciplined approach to achievement that CAP cadets experience and learn leads to the comment made by so many cadets that the program becomes a way of life. This is demonstrated by the potential displayed by CAP cadets entering the military service.

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Today there are approximately 450 CAP cadets at the U.S. Air Force Academy, more than 200 at the U.S. Military Academy at West Point and 175 at the U.S. Naval Academy in Annapolis. CAP cadets are without exception the cream of the crop in any group of young people. (Use example of picture of Capt Scott OGrady and the Air Force general today, Air Force Chief of Staff Gen Mike Ryan who greeted him when rescued from Bosnia, saying both were former CAP cadets.) CAP cadets have the opportunity to participate in many activities each year that broaden their scope of thinking and experiences, and contribute directly to their knowledge of career opportunities in the military or civilian aerospace career fields. Each year, Civil Air Patrol sponosors two National Cadet competitions. Two teams from each of the eight CAP regions compete in Aerospace Education, precision drill, physical fitness, as well as color guard. The top two teams receive the Air Force Chief of Staff Sweepstakes Trophy presented to them by the Air Force Chief of Staff at the Pentagon. The Cadet Officer School offers qualifying cadets the opportunity to participate in an 8-day program at Maxwell featuring the development and application of basic leadership, and management skills. The National Blue Beret, held each year at Oshkosh, Wisconsin, during the Experimental Aircraft Associations air show, offers the cadets training in flight operations, communications, air traffic control, safety, drug operations, and much more. Several 2-week national flight academies are held each year at strategic locations throughout the U.S. Cadets gain experience in general aviation flight operations as well as many solo an airplane for the first time at the end of the academy. Many other activities such as Ground Search and Rescue School, encampments, and Pararescue School are available to cadets. The premier activity available to cadets is the International Air Cadet Exchange Program. Cadets from 18 countries are hosted by CAP units throughout the U.S. and more than 100 CAP cadets are guests of

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participating countries for over 2 weeks. Visiting cadets from CAP stay with a host family which enhances understanding and cultural exchange. Each year CAP provides many deserving cadets scholarships to supplement college or vocational-technical school education. Through an agreement between the Air Force and CAP, cadets participate in a drug demand reduction (drug prevention) efforts. The Civil Air Patrol is an organization of volunteer members performing sacrificial services to benefit their fellow Americans. It is an organization that attracts those from all age groups wanting to offer their time, financial resources, and skills to make a real, active contribution to the betterment of their fellowman and America. Civil Air Patrol volunteers today, employ the same sacrificial, volunteer spirit as their forebears during World War II who contributed time, energy, and their resources and many their lives based on the principles that made this country the greatest country in the world!! If you would like more information on CAP, Ive brought copies of some of our literature. Thank you again for the opportunity to be with you today.
NOTE: Depending upon the amount of time allotted for you to talk with an organization, you may edit the preceding speech to suit your needs. For example, if you are asked to speak on CAPs Cadet Programs, you may want to include an introduction, a brief history, list the three missions, and expand upon the Cadet Programs. Additionally, you will want to include actual examples of service performed in the local community and/or state. And, above all, you want to make the speech YOURS!

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6
P
n E-mail list. n Posters.

Unit Communications

Unit Communications

art of public affairs officers responsibility is to keep unit members informed and educated about activities and local, state, and national issues affecting Civil Air Patrol.

To do this, you have many tools at your disposal:

n Unit meetings. n Unit Internet web site. n Commanders Call programs. n CAP publications and information flyers. n Oral presentations, briefings, speeches. n Bulletin boards. n Unit publications.

Many units have established their own homepage on the Internet to help keep members and the public informed about unit activities. These Internet sites should contain links to CAP homepages for National Headquarters (http://www.capnhq.gov), wing and region headquarters and other units around your state. Many local webmasters also include links to state emergency services agencies and partner organizations. Be mindful that not all unit members have access to the Internet so information posted there should be distributed by other means as well. See CAPR 110-1 and local directives for guidelines regarding web pages.

E-Mail Lists
E-mail is a fast and reliable mode of communications. Most e-mail programs contain mechanisms to group e-mail addresses. You should compile a list of members e-mail addresses and group them for expedient release of information. Again, be mindful that not all members have ready access to e-mail so information should be distributed by other means as well.

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Unit Communications
Commanders Call
The Commanders Call program provides an opportunity to present policies, objectives, and problems to members of the unit and to disseminate information from the National Headquarters, region and wings. The Commanders Call can be included in regularly scheduled meetings with all members encouraged to attend. This is an ideal time to inform unit members of public affairs initiatives and garner their support.

Publications and Fact Sheets

These items serve a dual purpose in informing the public and members about CAP. National Headquarters Marketing and Public Relations Directorate produces fact sheets, fliers, and recruiting brochures for use by local CAP units. You may submit your order via CAPs national website, e-mail to pa.capnhq.gov, faxing the request to 334-953-4245, or mailing your request to NHQ CAP/PA, 105 S. Hansell St., Bldg. 714, Maxwell AFB, AL 36112-6332. (Order form provided on page 6-4. Please duplicate for future use.) You are free to reproduce any publications or fact sheets published by National Headquarters. You are encouraged to use excerpts from them in your public affairs program activities.

Posters
Multicolored posters are produced by National Headquarters, subject to funding limitations. When you receive such posters, place them where they will gain maximum public exposure. As unit PAO, you are encouraged to produce your own posters relevant to your unit activities.

Oral and Visual Presentations

As a unit PAO, you should schedule regular presentations to your unit by outside speakers. A speaker from another group or outside organization can provide a fresh and stimulating point of view and complement understanding of CAP missions. If your unit is located near an Air Force base, Air National Guard facility, or Air Force Reserve unit, you can probably arrange of series of interesting speakers. Also consult state agencies, partner organizations, and aviation enterprises for available speakers.

Bulletin Boards
Do not overlook the value of a good bulletin board, located strategically in your unit meeting area. This is a good way to keep your members informed. Keep your bulletin board current with local news clippings, photos, a copy of your unit publication, letters from commanders, private and public officials, etc.

Last Words
The inside job of squadron communications is just as important as the outside. Remember that internal information is achieved by three means:

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Unit Communications
Lateral Communications This simply means providing a way for everyone in the squadron to let everyone else know whats going on. It means you need a system that will let the units staff and members communicate with each other. Explaining the Mission You also have the responsibility of providing communication solutions to other staff members. This means helping them explain their mission and the objectives to the public and to the CAP members in their own sections Keep Personnel Informed Whatever size your unit, it is important that all your members know whats going on, and they be kept informed about policies and programs that affect them. People work best when they know what the score is and why it is so.

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Civil Air Patrol

Marketing & Public Relations 105 S. Hansell Street, Bldg. 714, Maxwell AFB, AL 36112-6332

Recruiting Materials Request Form

Rank and name of requestor ____________________________________________________________________________ (Must be a senior member) Social security number ___________________________ Telephone number _____________________________________ Squadron name and wing _______________________________________________________________________________ Shipping address _____________________________________________________________________________________ City, State, ZIP _______________________________________________________________________________________

Requestors account number for over night delivery service (if applicable) ___________________________________________________ Your credit card number can also be used to pay for over night delivery. Specify the card type, card number and expiration date.

SPECIFY QUANTITIES _____ SENIOR MEMBER BROCHURE _____ CADET BROCHURE _____ POSTER PACKAGE

Color, 4-panel recruiting brochure; includes description and benefits of membership and detachable reply card Color, 4-panel recruiting brochure, includes program benefits, activities and detachable reply card 4-page brochure describing Civil Air Patrol support options; includes an associate membership application One-page description of the corporation, aerospace education, cadet programs and emergency services One-page synopsis of emergency services, communications, counterdrug and aerospace education support Lists the variety of experiences youth can enjoy when they become members of Civil Air Patrol 8-page color reprint of the February 1995 Private Pilot article on Aviations Best-Kept Secret

_____ POSTCARD PACKAGE _____ AD SLICK

Includes 15 posters depicting three different Civil Air Patrol scenarios Postcard-size posters; includes 15 postcards depicting three different Civil Air Patrol scenarios One-page advertisement for Civil Air Patrol; includes space for squadron information 30-second video describing aspects of the Civil Air Patrol 30-second radio spot describing aspects of Civil Air Patrol Requires a copy of CAPF 2a (assignment to PAO

_____ ASSOCIATE MEMBER BROCHURE _____ CAP FACT SHEET

_____ VIDEO PSA (IF AVAILABLE)

_____ SENIOR MEMBER FACT SHEET _____ CADET FACT SHEET

_____ RADIO PSA (IF AVAILABLE) _____ PAO HANDBOOK

position)

_____ PRIVATE PILOT REPRINTS

Fax completed form to (334) 953-4245 or mail to the address at the top of the page. Items may not be available when requested * Out-of-stock items are not placed on backorder * Quantities shipped are subject to stock on hand * Items are shipped via UPS ground * Allow up to 30 days for receipt of materials * Rush orders require requestors account number for over night delivery service * Incomplete forms will not be processed * This form may be copied for future requests Form revised September 1999

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7
E
Content Distribution

Newsletters

Your Unit Newsletter

very unit in Civil Air Patrol, large or small, should publish a newsletter to keep its current and prospective members informed as to what is going on in their local squadron; educate them on CAPs history, purpose, objectives, operations and plans, etc.; motivate them to greater interest in Civil Air Patrol; and attain greater participation in squadron activities.

Squadron newsletters should be distributed to every member of your unit. Wing newsletters may be distributed only to squadron commanders if postage cost is an issue. Be sure to include the wing public affairs officer on your mailing list, as well as CAP National Headquarters, your mayor, city officials, and civic leaders. Make certain that your mailing list is updated and accurate. Nothing turns a recipient off faster than seeing mail addressed to a person that has been gone for 3 years.

As the name indicates, your newsletter should contain news. Tell the recipients what your squadron has done recently, what you plan to do, who got promoted, who won an award, announce new members, write about your current members. Keep it informative and be sure it is useful to your members. Since the newsletter will be sent to people outside of your organization, be specific about names, ranks, places and events, and always use complete and proper names. Spell out acronyms on first references. (Check The Associated Press Stylebook and Libel Manual for rules and exceptions.) Consistently adhere to the who, what, when, where, why/how system of writing. Answering these five questions with complete, descriptive sentences will improve the coherency of your newsletter articles and help your readers grasp and retain your message. Avoid writing one-sentence stories for your publication. Instead of saying Congratulations to Cadet Jones on his recent promotion, give your readers the full story by stating his or her full rank and name, explain the cadets position in the squadron, and explain how the cadet achieved the new rank (participation in CAP activities, exams, chairing special projects, etc.). Additional information such as what the cadet plans for the future and why CAP is an important factor would provide the human interest angle that make your readers read your newsletter instead of just skimming it. 7-1

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Newsletters Characteristics of a bad newsletter

Unreadable typeface. That fancy type style might look classy, but it can be so hard to read that your prospective customers could toss your newsletter in the trash. Keep your type simple enough and large enough to get your message read. Too wordy. You may have a lot to offer, but dont get carried away. Your prospective reader leads a busy life. Make it simple for him or her to grasp your message. Poor design. Nothing turns off a reader faster than long, dull columns of gray type. Focus your readers attention with creative graphic elements - art, photos, boxes, screen tints. Bad artwork. The best layout and writing can be undone by poor artwork. Too many newsletters wander away from their purpose and are cluttered with too many graphics. As the PAO and/or newsletter editor, do not assume you have to provide all of the publications articles. Encourage the cadets and senior members to write about their experiences in CAP, explain the responsibilities of the positions they hold, and what motivates them as members of an organization that emphasizes Cadet Programs, Aerospace Education, and Emergency Services. Look at the big picture when you are deciding what to include in next months newsletter. While you and your squadron members write, keep your focus on your reader. Continually ask yourself if the topic is relevant to the organization and its missions will it grab and hold the readers attention? Does it provide enough information for the reader to see what you are writing about? Does it encourage the reader to inquire further about your squadron and Civil Air Patrol? All of these elements give your readers the opportunity to understand the requirements and achievements encountered by members of CAP and may intrigue potential members enough to join a squadron and use their skills for the benefit of the community.

Newsletter Length
The most important point to remember when determining the length of your newsletter is grow as your need grows. Start out with a one-page newsletter and pack as much news as you can into that page. When you run out of room, add another page. Be mindful to keep it manageable. Avoid committing yourself to a newsletter that you cant keep up with on a regular (weekly, monthly, quarterly) basis.

The Masthead
Dont leave your recipients, especially those outside your squadron like the mayor and city officials, wondering what they are receiving in the mail and who sent it.

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Newsletters
A squadron newsletter logo should contain the name of the newsletter, the official squadron name (do not use nicknames unless you have already announced who you are), address and phone number. Include the month and year in which it is being published. An important, yet often overlooked, detail of a newsletter is a contact name and phone number. Whether it will be the newsletter editor, PAO or squadron commander, include the persons rank, name, address, phone number and e-mail address.

Printing Your Newsletters

Once you decide to publish a squadron newsletter, commit to printing it on a regular basis and stick to that schedule. Announce submission deadlines and printing dates in your newsletter. If a story isnt submitted by press time, save it for the next issue. Dont delay your newsletter for the tardiness of others.
n

Be consistent. In regard to both your publication schedule and graphic look, consistency is the key. This level of commitment shows your readers (and squadron members) that you provide the same level of attention in everything you do as a public affairs officer. Keep your newsletter manageable for the size of your staff. Producing a newsletter should not be a tiresome task. Rather, you should enjoy the opportunity to communicate squadron accomplishments through your publication. Exploit your strengths (e.g. talking to people, desiring to make your squadron known) and learn how to improve on your weaknesses (e.g. computer phobia, software learning curves). The determination to attain a professional-looking newsletter will be reflected in your final product.

Professional Tips
Make your publications professional looking by avoiding these common design errors:  Too much white space on the page.  Too little white space on the page.  Inconsistent width of columns within a document.  Long lines of small type and short lines of large type.  Awkward word spacing.  Using two spaces after the period at the end of a sentence.  Starting columns of text at different distances from the top of the page.  Graphic accent overkill: too many boxes, rules and screens.  Excessive use of underlining.  Captions with long lines in small type.  Inappropriate hyphenation.  Headlines and subheads set at the bottom of a column.  Too many small photos.  Text and background that run together due to lack of contrast.  Mixing too many typefaces. 7-3

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Newsletters
By all means, make your newsletter neat and watch your spelling and grammar. A wellwritten, cleanly printed newsletter will make a favorable impression on your readers. Use spellchecker, go over it with a fine-tooth comb and have someone else read it. Put it away for a day, then carefully read it again. It will be easier to catch errors if you remove yourself from the writing for a while.
n n

Print only the facts. If you cant substantiate your story, dont print it. Enlist the help of others, but dont expect them to bring the news to you. Recommend story ideas, ask for suggestions and follow up on your requests in order to meet the newsletters deadline. Fill the page (front and back) with news using singled-spaced copy. Be fair. Include news about everyone and everything, not just the most popular people or pet projects. Train someone to succeed you as the newsletter editor. Dont reprint copyrighted cartoons, drawings, or articles. It is a violation of Federal law to reprint such material without permission of the copyright owner.

n n n n

What To Leave Out of a Newsletter

Just as important as what to include in a newsletter is what not to include. Rumors and gossip have no place in your publication. Never print derogatory remarks about anyone or anything. Omit superfluous information about other organizations unless they have a direct correlation to your squadron. Leave out jokes, cartoons, and puzzles that simply take up space. Your readers want useful news about Civil Air Patrol and the community benefits provided by your squadron. Put yourself in the position of the reader a potential member. When they finishing reading the newsletter, what have they learned about your organization? Does your information provide readers with an overall view of what you do? How you do it? Who was involved and how a new member can be involved?

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Newsletters Characteristics of a good newsletter

Keep your stories short, simple and clean. Good writing will command the attention of your readers even if your design is lacking in creativity. Use a style book. The Associated Press Style Book and The Elements of Style (Strunk & White) are excellent. Have someone double check your articles for grammar, spelling, punctuation, syntax and clarity. Avoid cliches. Avoid expressions such as a good time was had by all, it goes without saying, or needless to say. Learn about typefaces, leading (the space between each line of type), how to layout a newsletter and how to make your copy fit your layout. Provide a good mix of articles and visual images. Include photographs and art work as they relate to copy in your newsletter. Avoid colored ink for text. Newsletter articles look best in black or dark blue. Use a second and/or third color sparingly. For screen tints, large drop caps at the beginning of an article, page numbers, and any other graphic that is repeated throughout the newsletter. Print your newsletter on white , off-white, light gray, beige, etc. Avoid bold-colored paper (red, green, blue, yellow, orange, etc.) to improve readability. Be well versed in the interviewing techniques necessary to pursue the unique angle of every story. Strive to grasp the essence of a story, write succinctly, and complete the story on deadline. n n The newsletter editor must be able to rewrite, change the layout (if necessary) and produce the newsletter to meet the deadline. Choose a newsletter design that is attractive and easy to read. The best writing will be wasted with a poor design. There are inexpensive software programs available to assist you in design. A well-written, attractively designed newsletter can be sabotaged by poor photography.

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Newsletters

How To Set a Perfect Paragraph of Type

It is ironic that the better your type is, the less it is noticed (because people are busy reading it!). Beautiful type is high art and worth doing right. The paragraph on this page was set by typing exactly as one would on an office typewriter. On the next page is how a professional typographer would set the paragraph. Compare the samples frequently as you read. It is very satisfying to set type beautifully, and it is not difficult. Master these rules and your work will withstand the most rigorous scrutiny.

1 WE ARE TEN KILOMETERS off Monterey, pitching and rolling over the canyon in MBARIs research boat, Point Lobos. 2 Minutes ago technicians lowered the black-and-white ROV 3 into the water. Id love to have Ed Ricketts out here with us, says Robie, an excitable fireball of a biologist and a pioneer in exploring the fauna of Monterey Canyon with submersibles. Lots of people look--Ed Ricketts saw 4. Robie and I are about to see a few things ourselves, things seldom observed...and never studied... 5before the ROV. We are stalking giant, deep-water larvaceans.

Paragraph Indents

Set the indent in the paragraph dialog rather than with the space bar or tab key. How far? Usually, whatever the point size is: 12-pt type = 12-pt indent.
2

Single-Space After All Punctuation

In office typing, two spaces are used after periods and colons. When typesetting, however, only one space is used. There are not exceptions to this rule.
3

Uppercase Letters

Acronyms, initials, and other capitalized words in text IBM, RAM, CD-ROM, SCSI, and so forth should be set smaller than text size or they will STAND OUT and draw unwanted attention. Strictly speaking, you would use small caps for this purpose, which the computer can set automatically. But small caps may be too small they draw attention because of their smallness. Therefore, manually reduce text-size capital letters (strings of three or more) a point or two, from say, 10 pt to 9 pt or 18 pt to 16 pt, depending on the font. Check your work by turning the page upside down; the caps should blend in. If they dont, make them smaller. Dotspace-dot-space may be preferred since the extra distance ensures a more natural rhythm.

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Newsletters
WE ARE TEN KILOMETERS off Monterey, pitching and rolling over the canyon in MBARIs research boat, Point Lobos6. Minutes ago technicians lowered the black-and-white ROV into the water. Id love to have Ed Ricketts out here with us, says Robie, an excitable 8fireball of a biologist and a pioneer in exploring the fauna of Monterey Canyon with submersibles. 10Lots of people look7Ed Ricketts saw. Robie and I are about to see a few things ourselves, things seldom observed and never studiedbefore the ROV. We are stalking giant, deepwater larvaceans.

Widow

One word or part of a word that takes up an entire line at the end of a paragraph, leaving an unsightly white gap. A widow is acceptable but undesirable typography and is most effectively eliminated by editing the text. Worse, is an orphan, the last word of the previous paragraph alone at the top of a column.
5

Ellipsis

An ellipsis is a three-dot pause that, properly set, maintains the pace of the text. But the ellipsis that the computer makes is compressed, and reading over one feels like...tripping...over ones feet. A space-dot-space-WE ARE TEN KILOMETERS off Monterey, pitching and rolling over the canyon in MBARIs research boat, Point Lobos6. Minutes ago technicians lowered the blackand-white ROV into the water. Id love to have Ed Ricketts out here with us, says Robie, an excitable 8fireball of a biologist and a pioneer in exploring the fauna of Monterey Canyon with submersibles. 10Lots of people look7Ed Ricketts saw. Robie and I are about to see a few things ourselves, things seldom observedand never studiedbefore the ROV. We are stalking giant, deep-water larvaceans.dot-space-dot-space may be preferred since the extra distance ensures a more natural rhythm.
6

Bold, Italics, and Underlines

In office typing, it is customary to use an underline to emphasize a word or denote a name or the title of a book or paper. Many typewriters and modern printers also permit the use of boldface type. When typeset, however, neither one looks very good and either one makes a word stand out, which you dont want. Typesetters, therefore, always use italics, which were designed for this purpose and which in many fonts are very beautiful.
7

Hyphens and Dashes

In office typing, two hyphens -- like these -- are used to make a dash. When typesetting, a long dash called an em dash is used instead. How long is an em? Whatever the point size is: 12 pt type = 12-pt long em, more or less. Another dash, called an en , is half the length of an em but longer than a hyphen. It is properly used in dates and times, such as 4:005:00, or April 26May 9, instead of a hyphen. 7-7

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Newsletters
If you are fussy, you will not interchange an en dash and a hyphen. Either dash is made using a combination keystroke.
8

F Ligatures

A ligature is an elegant combination of two or more characters in a single character. Most desktop publishing type font packages contain four: fi, fl, ae, oe. Of these, fi and fl appear in many common wordsoffice, file, flight, and so onand should be used in everyday typesetting. The others are less common and rarely used. The use of ligatures is considered very fine typography. Ligatures are especially attractive in serif type and particularly in italics. A ligature is made using a combination keystroke.
9

Uniformity

Well-set type is even and rhythmic. Note your word and letter spacing and strive for a smooth, gray tone to the text. Eliminate whatever disrupts itlarge or irregular gaps (usually the problem), uppercase or bold characters, and so forth.
10

Quotation Marks and Apostrophes

Quotation marks and apostrophes that you make on the office computer with your right pinky

often create inch () and foot () marks when typeset:

``
To ensure you get typographers quote marks instead of an inch marks set the formatting preferences in your word processing program to automatically type topographers quotes.

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8
T
Not Exercising Authority The Fig Leaf Pose

Photography

Photography

he public affairs officer has many duties to perform, but one of the least understood functions of the PAO is what makes a good picture. The camera, no matter the brand, is only as good as the person who is behind the lens. Many inexperienced photographers never read the manufacturers operation guide. Spend a few minutes reading the directions to become proficient in your cameras functions and follow the advice that will lead to impressive photos. Common mistakes in photography include: Failure To Ensure Proper Lighting Conditions Make certain the subjects of your photograph are in adequate light conditions in order to avoid dark shadows. Also, be sure that your subjects do not fade into the background. For example dark clothes or skin requires a light background. You are the photographer; you are in charge of posing the subjects of your shot for the best possible outcome. No matter what the rank of the person being photographed, they expect you to know your job and to politely tell them where and how to stand. Allowing Distractions That Interfere With the Picture Distractions can be anything from ill-placed furniture to messy desks, or a subjects crossed arms to unauthorized uniforms. Do not allow your subjects to stand with their hands folded in front of them! Give them something to hold or try to come up with an action shot instead. Along the same lines, tell your subjects to get their hands out of their pockets for the photo. Taking Photos During Ceremonies The action happens too fast, the subjects are not facing you, the lighting is all wrong, the background is not conducive to pictures ... there are plenty of reasons to wait until the ceremony is finished to take pictures of its participants. Plan ahead for such occasions by designating an area for photography and announcing that photos will be taken at that location at a specific time. Taking Only One Photo The more photos you take, the better your chances for capturing the essence of the moment. If possible, alternate between flash and no flash photos to take advantage of available lighting. 8-1

CAPP 190-1 (E)

Photography
Standing Too Far Away This one is very high on the list of most common mistakes. Fill your cameras frame with people! If you want a picture of the background, take it separately. Trying to take one photo (see item 6 above) to incorporate both the scenic background and the subjects of the photo will compromise both. Failing To Tell The Story A picture is worth a thousand words. You hear it all the time, but how often is it true with your photos? If you struggle to describe what is happening in a picture you took, you missed the photo opportunity. Ask your subject(s) to do something or instruct them to carry on with what they were doing before you walked up with a camera. Order At Least Two Copies of Your Photographs Getting double prints allows you to have an extra photo of a good shot. Send one to the Civil Air Patrol News and keep one for your scrapbook. (Dont send a photo to any publication and ask them to return it. It is your responsibility to reproduce the required photographs, and the people working with the publication do not have the time to keep track of photos that need to be returned.)

Avoid shooting the backs of subjects heads. The photographer should have waited until the recipients turned around or could have asked the group to pose for a nice shot.

8-2

CAPP 190-1 (E)

Photography

This photo is nicely balanced with a little f or eground and dr ama tic for ore drama amatic kground. T he subjects actions ar ouse inter est landsca pe in the bac landscape back The arouse interest and the ang le of the plane adds dimension. angle

On first look, the photo above creates a boring picture, with subjects just standing around listening to an instructor. To the right, the editor salvaged the photo by framing the action and enlarging the cropped image.

8-3

CAPP 190-1 (E)

Photography

The editor was completely thrilled with this picture. The photographer chose an interesting perspective and zoomed in on the subject, capturing the action and the young womans determined expression.

8-4

CAP PAMPHLET 190-1 (E) 1 May 2000

Guide to Civil Air Patrol Public Affairs Volume II

Chapters 9-12 Marketing & Public Relations Directorate

NHQ CAP/PA

105 S. Hansell Street Maxwell AFB, AL 36112-6332 334-953-5320 334-953-4245 http://www.capnhq.gov

OPR: PA

CAPP 190-1 (E)

Mission Role

Mission Roles
Mission Information Officer

his information contained in this guide is designed to prepare a unit PAO for active participation in the Civil Air Patrol Emergency Services program.To be effective, the PAO must be familiar with this pamphlet, CAPP 3, CAPR 173-4, CAPR 50-15, and current policies and activities in the unit.

The Incidence Command Structure (ICS) has been fully integrated throughout CAP. ICS requires the mission public affairs officer to be designated the mission information officer (MIO) on all Emergency Services missions. Therefore, in this chapter only the PAO will be referred to as the mission information officer. A role of an MIO is explaining to the mission base team what information is appropriate for the media. The MIO can encourage team members to give careful interviews and, if in correct uniform, pose for pictures.

The Mission Base Management Team

Following are the first Civil Air Patrol members who are alerted when a mission is announced. These Emergency Services mission specialists are tasked with setting up and running mission base operations.

Mission Control Officer MCO Mission Coordinator MC Mission Base Commander MBC Air Operations Director AOD Director of Ground Operations DGO Director of Communications DC Administrative Officer ADM Mission Information Officer MIO Mission Chaplain MCH Alerting Officer AO

The expertise and professional ability of the base management team is critical to the operation and efficiency of an Emergency Services mission. The team requires highly qualified CAP professionals who know the requirements of setting up and operating a mission base. They quickly evaluate the situation and assess equipment and personnel requirements for specific jobs that need to be done. 9-1

CAPP 190-1 (E)

Mission Role
The Information Officer in a Mission Context
MIOs are the salespersons for the missions of Civil Air Patrol. Trained, mission-qualified MIOs ensure Civil Air Patrols efforts will be recognized. There is more to being a mission information officer than getting the phone call, grabbing your gear and running to the mission base to meet and greet the press. Just like every member of the mission base team goes through specialized training, so does the MIO.

Mission Information Officer

In conjunction with the mission coordinator, the MIO prepares and disseminates information about a mission to the media, and coordinates media access to base activities. The MIO coordinates release of all information through the mission coordinator. The MIO will handle questions and requests with a courteous and professional attitude in order to maintain a positive impression of the Civil Air Patrols activities. (See Chapter 3 for information regarding release of sensitive information.) An important responsibility of the MIO is to arrive at mission base in time for the first briefing by the mission coordinator. From that briefing, the MIO will prepare the first press release. When the search is under way, the MIO may communicate directly with the wing public affairs officer. If the mission has more than a local interest, the headquarters information officer will appreciate detailed briefings. It is important to communicate with the media. They will need accurate information by specific deadline times. The MIO should give them as many facts and as much assistance as possible, and should give the reporters a sterling impression of Civil Air Patrol and the job it does for the local community. Accurate news coverage of mission activity is critical for telling the public about Civil Air Patrol. The experienced MIO will chronicle details of the mission and include the names and grades of the individuals involved (double checking and spelling names correctly), and use these details when talking to the media. Printed handouts are an excellent way to ensure reporters receive consistent information, especially in regards to local squadron facts and statistics and the names of squadron members who are serving on the search-and-rescue mission. The television medium brings Civil Air Patrol into the homes of thousands of people in your community. Therefore, the MIO must provide the most up-to-the-minute visual information on a search-and-rescue mission by deadline. It is the MIOs job to ensure that the CAP image and message is positive.

What Every MIO Needs To Know

Media Contacts
A successful mission information officer must know each of the local media contacts that may cover the CAP search-and-rescue mission. Set up a file of their names and phone numbers. This will be the most important item in your mission kit. 9-2

CAPP 190-1 (E)

Mission Role

Duties and Responsibilities of the Mission Information Officer

.

Check in at the mission base wearing the appropriate uniform and presenting current documents as required on the Reporting-In Procedures list. Report to the MC for a briefing on mission details that may be released to the media. Set up a desk with a telephone, typewriter or computer, and unpack the mission kit. (See The Mission Kit list) Prepare an initial news release that contains information provided by the MC at the start of the mission. These stories should not contain opinions about anything or anyone associated with the mission. Prepare midday, interim, and end-of-day press releases for the media and obtain the MCs approval. Copies of all press releases, interviews, etc., and the agencies they were given to, will be mailed, faxed or e-mailed to the wing director of public affairs. The news releases should also be posted to your unit/wing website. Wrap-up days activities with leads, notes, interviews, statistics and details. It will be given out at the end of the day or the next morning, and can serve as an aid to the next MIO who may be serving on the same mission. Answer media questions as fully and accurately as possible under the mission security conditions. Verify credentials and completed CAPF 9 releases for media representatives that may want to accompany flight crews or ground teams on sorties. They must be approved by the MC. Cooperate with media personnel, but ensure they do not impede or interfere with the conduct of the mission. Complete required forms and paperwork for the MC prior to leaving the mission base. Monitor newscasts and contact the media to correct any reporting errors. Direct and monitor the release of information and photographs to newspapers, wire services, radio, and television media representatives. Assist family members of those who are the subject of the search-and-rescue mission. In these situations, the MIO will keep the visitors from impeding with the operations of the mission.

. .

. .

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CAPP 190-1 (E)

Mission Role
Be Honest With the Media
Be honest with the media at all times. Tell them about Civil Air Patrol (not just CAP) and that you want to work closely with them in order to provide the story as quickly and accurately as possible.

Keep Updated Bios on Mission Members

In your mission kit, keep a complete file of forms and information required for the mission base. Your kit should include biographical information on mission team members who regularly work search-and-rescue missions.

Train for Mission Base Activities

The ideal learning environment is on the job training. Apprentice yourself to the best mission information officer you can find and work with him or her during missions or training exercises.

Provide Your Contact Information

The local mission control officer and mission coordinator will call you as soon as an alert has been issued. Your squadron commander should also have your contact information.

Mission Base Uniform

MIOs wear the same uniform as the rest of the mission base team the Air Force blue uniform. If the weather is warm, you may open the top shirt button and remove the tie. If it is cold, you can wear the Air Force blue pullover sweater over the shirt. You may also wear the CAP corporate uniform.

Prepare Your Mission Kit

The MIO must bring everything normally required to do a PAOs job. See the section titled The Mission Kit for requirements and suggestions.

Check In
Upon arriving at mission base, check in with the administrative officer and produce the required credentials (see section titled Reporting-In Procedures later in this chapter). Set up your workspace and attend the mission coordinators briefing. Obtain all data currently available regarding the mission, most important, the names of the pilot and passengers that may have been on board. Document the names of all Civil Air Patrol members who are participating in the mission. As soon as possible, type up your first release with the basic data. Have it approved by the mission coordinator and release it. Continue to update your notes so you are able to release information to the press as the day goes on. You may be asked to answer the phone for the mission base. Although you are not obligated to do so as an MIO, you can help out as time permits. If you do take phone calls be careful 9-4

CAPP 190-1 (E)

Mission Role
what information you give over the phone and be sure of your accuracy. A casual comment by the MIO can suddenly become a part of the big news story quoting the opinion of the MIO as an expert on the subject. And remember, when referring to the organization, always say Civil Air Patrol, instead of just CAP. Always remember the medias job is to get as many details as possible out of you any way they can. Your job is to give them all the details you are authorized to give them and nothing more. When phoning or faxing the story, do not deviate from the approved copy. Make notes of when you sent releases and to whom they are given. This will also be required in the mission base report, so accurate records are imperative. In follow-up stories, give full credit to all agencies and key personnel participating in the search-and-rescue mission. Your tactful attitude and cooperation will help other organizations return the favor and credit the activities of Civil Air Patrol in their releases. Inform the mission coordinator that the pilots should not talk to any media representatives when they return from a sortie. All questions should be directed to the MIO. However, emphasize that the phrase no comment should not be used when talking to the media. This often raises suspicions and challenges reporters to probe into what you are trying to hide.

The Professional Approach

The difference between a professional and an amateur mission information officer is dependent on the approach to the job. To be professional does not require a college degree, but does demand organizational skills. A professional is expected to know what is going on, who is doing what, and when and where things are happening.

Track Critical Information

To write a story about a unit event or activity, the MIO will require background material about squadron members, who they are, and what they did during the Civil Air Patrol activity. An effective method for keeping track of activities, people and information in Civil Air Patrol is to keep a data file. Necessities include forms, reports, biographies, news clippings, squadron newsletters, and press releases. The mission information officer checklist, daily mission information sheet, daily media release log, list of local radio stations, mission staff list, MIO phone list, media and TV stations, and biographical data forms should be accessible to the MIO at all times.

How To Set Up MIO Files

Keep up-to-date media information in a card file or a notebook as part of the mission kit. Be mindful to keep a duplicate of this information at squadron headquarters for commanders and staff officers use. The file should contain the name and address of the media outlet newspaper, radio, television, magazine, etc. contact name, telephone and fax numbers, e-mail addresses and deadlines. Ideally, the file will include comments about publishing style and editorial policy to be mindful of when preparing submissions. 9-5

CAPP 190-1 (E)

Mission Role
When targeting the television medium, confirm with the local station whether it accepts videotapes. If so, document for the files the type, size and format. If still photographs are acceptable, what size and style is best? Will the station use cassette recordings of a news story? Ask if faxed or e-mail news releases are accepted.

Biographical Files on Members

Starting with the unit commander, keep at least a one-page biography on each squadron member. It should include his or her full name and current rank, address, phone number, business or work affiliations, family status, number of years in Civil Air Patrol and highlights of that career. Additional information should include where the member went to school, military service record (if applicable), membership in other organizations, if the member is a pilot (if so, what kind of plane does he or she fly), and details of CAP missions or activities the member has participated in. Include a head and shoulders picture of the member, preferably in uniform. If possible, keep additional photographs of members in the biography file. A few photos of each member in action during a CAP activity (with captions to identify the participants, events, and dates) can double as the unit scrapbook. File the negatives in a safe place. When a member leaves the unit, do not throw the personnel file away. Keep it in an inactive file. These files may prove helpful for the squadrons historical records or even an obituary.

News Release File

Retain copies of every press release sent to the media and file them by date, activity or media contacts. Clip and save the stories that resulted from the press releases. This file will serve as a style guide for future articles and is required for the quarterly reports public affairs officers must submit to National Headquarters.

Mission Personnel File

The mission personnel file lists the names and addresses of all mission-qualified members an MIO may work with on a regular basis, including other information officers. Mission Information Officer File Any forms required by wing headquarters that must be sent in with the mission reports should be kept in an organized notebook or file. A file containing directives and information from the wing public affairs office must also be kept current. Public Relations Materials Regulations, manuals, booklets and other materials received from National Headquarters should be stored together for easy accessibility. Fliers, pamphlets, cards and posters used for recruiting purposes should be displayed or stored appropriately. Keep a re-order form on hand at all times and allow plenty of time to place and receive the order for your recruiting event. Refer to other publications, such as the Annual Report to Congress, for information and statistics about

9-6

CAPP 190-1 (E)

Mission Role
Civil Air Patrol. Unit Directory The unit directory contains the names, addresses, and contact information of other squadrons and groups in your wing. Each squadron should expend the energy to maintain a current roster of its members. General Emergency Services Specialty Ratings A general Emergency Services rating is issued to individuals authorized to perform general operational support functions under the direction of qualified personnel. This rating may also be issued to highly qualified members in special fields such as chaplain, administrative officer, cadet supervisor, medical officer/technician, legal officer and data-collecting team members. Recipients of a CAPF 101 for the general Emergency Services rating must meet the following minimum requirements:

Be a Civil Air Patrol member with a current membership card. Have satisfactorily completed classroom instruction covering CAP emergency-services operations, state/local laws, and regulations regarding Emergency Services. Have an understanding of CAP regulations, procedures and associated forms (CAPR 5015, 2-4).

General emergency services personnel provide support as administration and flight line helpers, runners, drivers, recorders, sandbag fillers, traffic directors, and many other duties. Each function falls under the supervision of qualified personnel. This designation replaces the trainee status (CAPF 101T) for a GES specialty rating prior to issuance of an advanced specialty rating. Review CAPR 50-15, CAPR 55-1 and applicable supplements for a complete description of training areas and methods required to achieve higher mission and Emergency Services specialty ratings.

Family Liaison
In all missing aircraft missions, CAP mission control duty officers assign a family liaison to interact with the missing persons relatives. The family liaison is usually a chaplain, mission coordinator, someone on the intelligence group in the planning section for the mission, or a CAP member with the proper experience, attitude and demeanor to deal with a family. The family liaison usually does not change during the mission. On missions where all families are not present at the search base, the family liaison may be the sole point of contact between CAP and the families.

MIO Coordination With Family Liaison

MIOs working a mission must ensure all information given to the media has been approved in advance by the mission coordinator and also has been briefed to the mission-qualified chaplain with enough time for the chaplain to brief the family of any new information before it is released to the media. Normally the mission coordinator keeps the chaplain fully briefed, but 9-7

CAPP 190-1 (E)

Mission Role Reporting-In Procedures

1. All personnel must be in appropriate uniform. Refer to CAPM 39-1.

2. All Civil Air Patrol personnel must present their current membership and emergency-services cards upon signing in at mission base. 3. Pilots must present their current pilots license and flight physical. A radio operator authorization card is optional. 4. Ground team members must present first-aid and ROA cards. A cardiopulmonary resuscitation card is desirable, but not necessary. 5. ROA cards are required for radio operators, observers/scanners, and ground-team leaders and members. The cards are optional for pilots, public affairs officers and flight line officers. 6. A CAPF 101 is required for all mission personnel. 7. All visitors and non-CAP members are required to sign in at the reception desk. MIOs may take the initiative to verify proper coordination before releasing new information because MCs can sometimes be overworked and preoccupied during missions and unable to concentrate on public affairs or family relations. Families must have consistent information about a mission. If they receive different information from the media or others than what they hear from CAP, complications can result. Even the most innocuous inconsistencies can cause problems, thus MIOs should monitor the media, verifying facts with the family and checking for inaccurate reporting. Information officers from other agencies may be able to provide assistance in monitoring the media. For example, suppose a family hears from CAP that the Federal Aviation Administration air traffic recordings say the missing pilot last said, I have XYZ Airport in sight. Then the family reads in their local paper that the pilot intended to land at ABC Airport. Such an inconsistency has caused families to send lawyers to search bases to investigate for inadequate searching and caused Congressional inquiries to extend a search beyond what is prudent.

Congressional Inquiries
When a family, an interested politician or friends of the search objective sense a search is not perfectly professional and adequate usually from inaccurate media reports or less than ideal relations between CAP and families a Congressional inquiry to the Air Force Rescue Coordinator may result. Usually the inquiries come from Congress, but similar inquiries can come from governors and other elected officials. An inquiry is usually an official demand to the Department of Defense to take specific action such as to extend a search or replace search management. Some inquiries are unavoidable, but others may be avoided by consistent media stories and solid family liaison.

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CAPP 190-1 (E)

Mission Role
Family Briefings
CAP regulations discourage family members of search objectives from visiting a search base. Nevertheless family members sometimes will be present at the search base. If families come to a search base, they must have proper family briefings. Family briefings must be scheduled, professional, positive, instill confidence, informative and without any guessing or conjecture. The point is to be a reliable source of consistent information to the families.

Preparing for Finds

MCs, MIOs and chaplains are aware that the media monitors CAP radio communications and often follows ground teams. To control what information the media receives can be impossible, but MIOs should try to help control sensitive information such as a probable find until the chaplain has briefed the families. Families should be briefed privately, away from the media.

Preparing for Suspension

Families, interested politicians, friends of the search objective and the media should be prepared for a mission suspension or a find with no survivors from the beginning of the search. They should not be given false hopes. Information should be balanced between optimism and reality. AFRCC statistics show only 35 percent of crash victims survive crashes, 21 percent are injured and of those, only 4 percent survive 24 hours, 14 percent are uninjured but of these only 7 percent survive after 3 days. Thus, after 3 days of searching, all must be prepared for bad news. The families and others should be educated to the purpose of search and rescue, which is to find survivors. The AFRCC and CAP will not continue a search when there is no reasonable probability of survival of the search objectives. Survival expectation is a combination of the probability of survival within the search area (freezing temperatures become important factors), the quality of the search effort, and the consensus of the search planners at the AFRCC, CAP and any involved local law enforcement. The families and others should also be aware that searching is always inherently dangerous. Air grid searching is very dangerous, especially in the mountains. At least 50 CAP aircrew have been killed on mountain grid searches. Thus, search planners must weigh the risk of searching versus the potential for saving lives. Also the use of search assets on one search may preclude their availability on other searches or for other missions. Due to all these considerations, the AFRCC and CAP will never conduct search operations only for the likelihood of finding bodies. County sheriffs, or private searchers such as the states Rescue Dog Association, which has dogs capable of finding bodies and survivors may conduct searches for bodies.

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CAPP 190-1 (E)

Mission Role
Family Psychology
The psychology of a family is similar to the media and others. As a mission progresses, their hope for survivors will diminish in fits and spurts while their acceptance of the loss of their relative becomes greater. If a search is suspended before their level of hope meets their level of acceptance, the family is likely to react in a negative way such as by starting a Congressional inquiry or slandering CAP in the media. A MIO can help the family greatly by ensuring accurate information, including basic statistics on searching, is released to the media. The family, media, and others should be notified of a decision to suspend at least 1 day prior to suspension. This gives them at least 1 more day of hope. It gives them time to accept the search cannot continue indefinitely. It is critical that suspension information be absolutely consistent between the AFRCC, the MC, the chaplain and the MIO at all times.

Emergency Management Agencies, Sheriffs and Lead Reports

In most areas, search and rescue activities fall under the control of county sheriffs who are aided by a mutual aid system coordinated by the state emergency management agency. Through agreements with the state and local officials and AFRCC, CAP is authorized to assist with missing aircraft searches. MCs and MCOs work closely with the agency headquarters and sheriffs of counties where CAP is conducting search and rescue operations. When a search objective becomes definitively located inside a single county, normally the county sheriff takes over the duties of the CAP mission coordinator to complete the rescue or recovery operations. CAP MIOs are encouraged to work closely with information officers at emergency management agencies and affected sheriffs offices. These information officers have media and government contacts CAP may not have. They can assist greatly in spreading the word about a search objective to encourage the reporting of sighting leads. For example, state emergency management agency information officers can ensure all forest rangers, many located in very remote and mountainous locations, receive updates on a search through their daily morning radio briefing. Many searches are ultimately solved by a lead triggered through a media report. Lead reports will be most useful if the news releases to generate them have been carefully screened by the planning section. The news releases must strike a balance between enough information to prevent some improbable sighting reports, but not have enough information to create false leads. A good news release to generate leads will usually leave out at least one highly significant fact about the missing aircraft that can be used to verify a lead. For example, the time of day the aircraft went missing or a visual detail such as a plane with floats may not be released. The intelligence group in the planning section or a ground interrogation team may use that information to verify a lead during an interview with a witness.

Final Words
CAP MIOs assisting with a mission are a vital part of the large team working to find the search objective. Some searches are very fast and may be the only work for a MIO is to issue a press release to ensure all who helped in the search receive the credit and recognition due. In longer searches that drag on for days, a MIO may become the only means to generate new leads from the public to continue an effective search. In those long searches, MIOs are encour-

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CAPP 190-1 (E)

Mission Role
The media should also be educated on the consequences of whether a missing pilot was flying visual-flight rules or instrument-flight rules, and what type of emergency locator transmitter the plane had. A plane flying VFR can fly with or without a flight plan. Failure to file a flight plan does not cause a plane to crash. Instead, it causes a longer search or a larger initial search area. AFRCC statistics show a no-flight-plan search usually takes 15.55 hours between the time the plane went missing to when a search is opened, compared to 3.86 hours for a search for a plane on a VFR flight plan, and 1.07 hours for an IFR flight plan flight. The time to locate a missing plane from the time it went missing to actual location for planes found during missions is 62.57 hours for no flight plan, 18.13 hours for VFR flight plan, and 11.54 hours for flights under an IFR flight plan. ELTs were mandated by Congress to be installed in most aircraft by 1974. The overwhelming majority installed in general aviation aircraft are the original models which have abysmal activation rates and batteries that do not work in very cold weather. There are no current efforts by the U.S. Government to mandate more advanced and reliable ELTs. By a factor of more than 4:1, missing aircraft do not have an activated ELT to assist in the search. For the majority of installed ELTs, the old T.S.O. 91 models, AFRCC records indicate an ELT aided in the SAR effort only 3.5 percent of the time in 1995, 5 percent in 1994 and 7.4 percent in 1993. AFRCC statistics for searches between 1983 and 1988 show the time between when a plane goes missing to the time a mission starts for a search with an ELT working is 3.3 hours, and 11.8 hours if the ELT is not working. The average time to locate the aircraft is 14.17 hours if the ELT works and 65.88 hours if it does not. An MIO should become informed on whether or not an ELT has worked on the search to educate the media on why an objective may not yet have been found.
VFR, IFR, ELTs

aged to keep the media interested in the search by educating the public about ELTs, the CAP program, the U.S. Air Force, other search and rescue units, and matters involved in the search. Just as aircrews and ground teams debrief after sorties to discover lessons learned, after a mission, MIOs are encouraged to debrief with the MC or MO on duty to see what went well in public affairs and what could have been improved.

Critical Incident Stress Management (CISM) Plan

Overview
CAP leadership has placed an increased emphasis on taking care of all personnel, and that includes the mental health of those members exposed to potentially traumatizing events while serving at a mission site or other CAP activities. v NHQ CAP/DO plans to implement CISM nationally. v National Board guidance. 9-11

CAPP 190-1 (E)

Mission Role
v Minimum training requirements of the International Critical Incident Stress Foundation (ICISF) Basic CISM Course (14 hours). v Provide emphasis and training for CAP personnel in CISM. v Develop the support infrastructure and plan for regional teams. v Place additional emphasis on units using locally available resources (CAP or other trained resources).

Critical Incident Stress Team

Mental Health professionals.

- Specially trained. - Will normally serve as team chief.

Medical professionals.
- Not for the purpose of rendering medical care.

Spiritual support. Peers. Non-caregiver advocates. Family support.

Each position should be filled three-deep.

Training Requirements
Minimum of ICISFs Basic Critical Incident Stress Management is required for all team members. Additional training in peer support and crisis intervention is recommended. NHQ CAP/DOS will track individual qualifications and assignment to CAP CISTs. At least one of the following must be accomplished every 5 years to maintain currency, documentation of which will be forwarded to NHQ CAP/DOS:

Actual event support. CAP sponsored refresher course. Attend another Basic CISM course. Team training events may be required and are recommended.

Activation & Deployment

Wing commanders will validate the need based on requests. Each use of CISM or CISTs will be reported to NHQ CAP/DOS (funded or not). Include general event descriptions only. Names of personnel being assisted will NOT be conveyed, though the number supported should be.

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CAPP 190-1 (E)

Mission Role

Contact NHQ CAP/DOS if a local resource is not available to assist. The CIST chief in coordination with the requesting unit will determine the team composition. Every effort should be made to avoid exposing deployed CIST personnel to the same trauma as affected personnel.

Costs

See CAPR 55-1 and CAPR 173-3.

NTAPs

On some searches, the CAP requests a National Track Analysis Program solution from the FAA through the AFRCC. The FAA and the military have radar that record data from radar hits. IFR and some VFR planes squawk a discrete transponder code that is used to download data from the recording radar very quickly. Thus on IFR and some VFR searches, an NTAP solution may be provided to a CAP mission base within hours. If a plane has only been squawking for 1200 for VFR, or if the transponder was not activated, the FAA, and sometimes CAP radar technicians, may need more than a day to find an NTAP solution. A highly probable solution can take days to find in searches for planes without a known flight route, without a witness to a takeoff time, if flying under radar coverage, in some multi-state flights, or for flights through heavy air traffic areas. These complications should be briefed to the media to explain why a plane may not have been found, or why CAP may be standing down from active searching except for route searches while an NTAP solution is found to narrow a very large search area. Since NTAPs require very technical analysis, the mission coordinator determines who is authorized to review the data. MIOs should never release data to unauthorized personnel. Only information such as radar data indicates a last known position in the XYZ area should be released.

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CAPP 190-1 (E)

Mission Role Daily Mission MIO Data Sheet

Mission base: Date:

Mission number _____________ Mission base phone _______________________________ Mission type _________________________________________________________________ __________________________________________________________________________ General geographical areas ____________________________________________________ __________________________________________________________________________ __________________________________________________________________________ Mission personnel Unit Mission coordinator ___________________________________________________________ Base commander ____________________________________________________________ Information officer ____________________________________________________________ Air operations director _________________________________________________________ Other agencies Phone __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ Statistical information Pilots (number) _____________ Aircrew ___________________ Ground team _______________ Base personnel _____________ Sorties flown _______________ Hours flown ________________ Other Data ___________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

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CAPP 190-1 (E)

Mission Role Mission Public Affairs Officer Checklist

Mission base: Date: 1. ___ Check in to mission base and establish credentials with administrative officer. 2. ___ Set up a public affairs desk. 3. ___ Get a briefing of the mission (who, what, where, what other agencies or individuals are involved in the mission, etc.). 4. ___ Check with the mission coordinator as to what information may and may not be released to the media. 5. ___ Fill out a mission information form. 6. ___ Correctly fill out a mission staff list, including unit names. 7. ___ Prepare a preliminary news release for the first handout or fax. 8. ___ Start telephoning your news contacts, give them the data you have and prepare to meet any media personnel who may visit the base. 9. ___ Start your media release log to avoid duplication of handouts. 10. ___ Update your information on the mission and write up the secondary press release, including names of CAP participants and giving some information about the involvement of the local Civil Air Patrol unit. 11. ___ Request that anyone who may have valuable information on the search to please call mission headquarters and provide a phone number. 12. ___ If there is no chaplain on the mission base, act as the host to any family or other visitors and assist them (time permitting). 13. ___ If possible, monitor news broadcasts to be sure all information on the mission is correct. If not, call and correct the errors as soon as possible. 14. ___ Take photographs of mission rescue crews and base personnel (but not of the crash victims or wreckage) to release for local papers. 15. ___ If you have a video recorder, take some footage of mission crews and headquarters personnel. If possible, do an interview of the mission coordinator for the television news. 16. ___ Prepare MIO reports for the mission coordinators daily report and make copies. 17. ___ At the end of the day, prepare a closing news summary giving all of the statistics on the number of CAP personnel on the mission, number of sorties flown, and number of planes involved. Give positive comments about other participating agencies and emphasize the efforts made by Civil Air Patrol. 18. ___ Send, carry or fax photos and stories to your local news media sources. 19. ___ Monitor all media broadcasts for accuracy. 20. ___ Send copies of all reports, releases and photos to wing and National Headquarters. 21. ___ Leave a set of reports for the next days MIO who may be working the same mission. This will avoid duplication and contradictions. 22. ___ Remember that Civil Air Patrol mission personnel must function as a team working on the same job. Be cooperative, helpful, and professional at all times.

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Mission Role Daily Mission MIO Telephone List

Mission Bases 1. _________________________ 2. ________________________________ 3. _________________________ 4. ________________________________

Home Mission Coordinator ________________________ Mision IO _________________________________ Wing Commander __________________________ Wing MIO ________________________________ Wing LO _________________________________ Wing Operations Officer _____________________

Work/E-Mail/Fax _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________

Mission Coordination Center _________________ Base Commander _____________________ City Police ________________________________ County Sheriff ________________________ State Police _______________________________ Fire Dept. ____________________________ Ambulance _______________________________ Hospital ______________________________ FAA _____________________________________ FAA Flight Services ____________________ State OES ________________________________ Local OES ___________________________ U.S. Forest Service ________________________ Red Cross ___________________________ Salvation Army ____________________________ Other Important Numbers ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ ________________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________ _________________________________

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CAPP 190-1 (E)

Mission Role Media Release Daily Log

Mission Number Base Date

Reporter Name _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________

Media ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______ ______

Phone __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________

Fax ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________ ____________

Release _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________

MIO ________________________________________ Date/Time ______________ Notes: _____________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________

1. 2. 3. 4.

Name/address: put the name of the reporter and media represented. Media: NP for newspaper, TV[+____] for television call letters, RS[+____] for radio call letters. Phone and fax for call back information. Release: describe what type of release was submitted.

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CAPP 190-1 (E)

Mission Role Media Resource File

Type Station ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ Assignment Editor _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ _______________ Phone _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ _____________ Fax ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ ___________ E-Mail _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________ _________

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Mission Role

Mission Personnel Functional Designations

Mission Control Officer Mission Coordinator Mission Base Commander Air Operations Director Director of Ground Operations Director of Comunications Air Search Coordinator Mission Pilots Mission Observers Scanners Ground Team Leader Flight Line Officer Mission information Officer Mission Chaplain Radio Operations Ground Team Members Data Collecting Teams Radiological Monitors Ground Interrogation Officer Supervisor of Cadets Medical Officer Administrative Officer General ES Personnel ES Trainees Alerting Officer MCO MC MBC AOD DGO DC ASC MP OBS-SCN GTL FLP MIO MCH RO GTM DCT RADEF GIT SC MO ADM GES T AO

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CAPP 190-1 (E)

Mission Role The Mission Kit

What do you take with you when go to a mission base? Lots of stuff! Keep these in a box with a lid and good handles, ready to go at a moments notice. Youll need stuff like: ____ A laptop computer & small printer with software (or a portable typewriter, with correction tape). ____ Card table and folding chair. ____ A ream of paper, news release and unit letterhead. ____ Resource files and forms. ____ Clipboard and notebook. ____ Pens, pencils, white-out, paper clips, post-it notes, scotch tape, stapler, and other office supplies. ____ CAP publications. ____ First-aid kit. ____ Sewing kit. ____ Aeronautical charts and road maps. ____ Camera and film. ____ Camcorder and tapes. ____ Tape recorder and blank tapes for interviews. ____ Cordless or cellular phone. ____ Hand-held CAP and aircraft radio with AC adapters. ____ Desk lamp and extension cord. ____ Flashlight. Tip: Label all your personnel equipment. Base personnel often dont think in terms of personal property when they are busy and need to use something of yours.

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CAPP 190-1 (E)

Mission Role

Biographical Information Form

Name _________________ Social security number _______________________ Date joined CAP ____________ Unit name _______________________________ Address _________________ City _____________ State _____ Zip ___________ Home phone _________ Work phone _____________ Fax __________________ Pager ____________________ E-mail ________________ Occupation ____________ Place of business ____________________________ Date of birth _____________ U.S. citizen ____________________ Male / female Marital status _________ Name of spouse _______________________________ (1) Child ____________________________ Age ____________________ (2) Child ____________________________ Age ____________________ (3) Child ____________________________ Age ____________________ Education High school ______________ City ______________________ State ____ College Degree _____________________ Military service Yes / NoBranch ____ Rank _______ Service dates ___________ Pilot Yes / NoRating _____________________________ Aircraft owner Yes / No Observer Yes / No Scanner Yes / No Other _____________________________ Emergency service specialty/rating ___________________________________ Other specialties ____________________________________________________ __________________________________________________________________ Other organizational memberships ____________________________________ __________________________________________________________________ .

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CAPP 190-1 (E)

1 0
Advisories Hints

News Releases

News Releases

Tools of the Trade: News Releases

The purpose of your news release is to alert the media of newsworthy events. You may distribute your releases via fax, regular mail, or e-mail. Ask your media representatives which format they prefer. Research newspapers and TV and radio stations to learn assignment editors names. Make a list of these people and keep it in a convenient place. For your convenience, several sample news releases are provided in this section. A summary of who, what, when, where, how, and why. 1. News editors appreciate concise, well-written stories that they dont have to edit much. 2. Most papers use AP style, and you should too. Some papers will run the story just as you submit it. Others will treat your release like a news advisory and have their staff write a story. 3. TV and radio stations generally prefer advisories and public service announcements.

Crafting Your News Release

The first rule of thumb in writing news releases is to make it reader-friendly. It must be neatly presented and easy to understand. The less rewriting or revising the editor has to do, the more likely your story will be printed. News Release Fundamentals Always follow these basics in preparing your news releases: Use letter size (8 X 11) white paper. Do not use legal length or other odd sizes or colors. Be sure your news release letterhead contains pertinent information: 1. Organizations name. 2. Address. 3. Contact person. 4. Telephone, fax numbers, and e-mail address. 5. The words News Release. 6. A specific date or time to run the story. For Immediate Release is commonly used. 10-1

CAPP 190-1 (E)

News Releases
Writing Your Story There is no specific formula for writing the perfect news story. However, there are basic techniques you should follow. For instance, keep your sentences direct and to the point. Use short words. Use lots of words and phases that have human interest. This formula is keyed to averages but do not over look an important point: Readability means variety. A long series of monotonous sentences makes deadly dull reading. The Inverted Pyramid American newspapers have generally adopted what is known as the inverted pyramid style of writing. This style is also followed in armed forces publications and in Civil Air Patrol News. Under this system, the top of the story or lead paragraph (the inverted base of pyramid) contains the gist of the story, the main, basic facts. Details of lesser importance taper downward, with the least important fact at the bottom (the inverted apex of pyramid). Most readers scan the news, skimming headlines and lead paragraphs. If the lead lacks punch or fails to draw their interest, they seldom read any further. The inverted pyramid presents a news story on scale of descending interest. In this way, the reader can get the meat of the story even if they read only the first paragraph. The inverted pyramid is also useful for trimming news stories. If the story must be shortened, it is simple for the editor to cut off the bottom paragraphs or less important details to make the story fit the available space.
Give Your Story a Title

Chances are your editor will write his own headline, but hell also welcome suggestions.
Allow Ample Margins

Start a story about one-third down the first page. This allows the editor space to write in a headline or make other notes.
Adhere to News Writing Style

Write your story in a style that is familiar and acceptable for news writers. Consult The Associated Press Stylebook and Libel Manual to become familiar with news industry style, Design Your Format Think of the format as a frame for your work. You may wish to design a header, similar to our example here, and build a template in your word processing program or have forms printed. Use the same format with all your releases. This is one way to establish your units image and identity with your significant publics. Maintaining a consistent image builds credibility for your unit.

Civil Air Patrol

(YOUR WING OR SQUADRON)
(Date)

FOR IMMEDIATE RELEASE

NEWS RELEASE
POC: (Your Name, Position) Phone: ________, Fax: _________ E-mail:_______________________

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CAPP 190-1 (E)

News Releases
which differs markedly from the Air Force guide The Tongue and Quill, AFH 33-337. Pay special attention to rules addressing state abbreviations, dates, numerals, punctuation, and military titles. Adhering to standard news writing style will result in a professional product that will gain the respect of news editors. The sample news releases included in this chapter are written according to Associated Press style.
Confine Yourself to Facts

Keep the story as short as possible, but give all essential information. Send only one copy of a news release to a particular papernot to four or five staff members of the same paper. Avoid the use of slang expressions and acronyms, or CAP or military jargon.

News Releases and Advisories

The purpose of your news release or advisory is to alert the media of newsworthy events. Your news story should consist of the following format:
Lead Summary Quote Story (brief) Tag line

Writing Your Lead The lead is the most important single part of a news story and is usually the hardest to write. Generally, it requires extra thought and effort. When writing hard news story, such as a search mission, summarize the who, what, when, and where elements in your lead paragraph. In subsequent paragraphs, the how and why elements. Keep leads short and simple, but get the main facts into them. Some papers use onesentence leads; others allow two sentences. Check the style in your local papers. Give your leads punch to create an impact on your readers and to hold their attention. Sometimes news people forego the five Ws and concentrate on grabbing the readers interest with a novelty lead. CAP PAOs should be wary of using novelty leads and should generally stick to normal news style. A Punch Lead is a blunt surprising statement that jolts the reader and arouses curiosity. A private airplane was involved in a three-car accident on I-75 yesterday. A Question Lead aims at stimulating the readers curiosity and leads them into the story. The question should be such that it cant be answered with a simple yes or no. EXAMPLE: How much does it cost to join Civil Air Patrol? The Quotation Lead can be effective only if it is eye-catching and pertinent. Note: unless there is a truly significant quote in a speech, avoid using a quote as a lead. The conscientious writer will boil down the facts and extract a significant summation for the lead. There are other novelty leads, such as: 10-3

CAPP 190-1 (E)

News Releases
The contrast lead, which compares two opposites to dramatize a story. The comparison lead may be between war and peace, age and youth, tragedy and comedy, past and present, etc. Picture and background leads are descriptive. The picture lead describes the person or object in the lead. The background lead gives setting or surroundings. Tests of a good lead are: Brevity. Conformance to the story. Authoritativeness. Interest. Accuracy. Factual. (no editorializing, and predominance of the important facts of the story.)

Summary
Following your lead, summarize your story in just a few sentences. This provides the reader with a quick preview of whats to come.

Quote
Follow your summary with a quoted remark from the highest-ranking or most relevant official involved in the story. Later in the story, you may want to quote someone whos involved in the story but who isnt a CAP member. A two-source story is much more credible than one with a single source.

Story
You should have covered the who, what, when, and where elements in the first two paragraphs. Following your quote, explain the why and how elements.

Tag Line
The tag line is a general statement about CAP and its missions. We use the following on all releases from National Headquarters: Civil Air Patrol, the official Air Force Auxiliary, is a nonprofit organization. It performs more than 85 percent of inland search and rescue missions in the continental United States as tasked by the Air Force Rescue Coordination Center. Volunteers also take a leading role in aerospace education and serve as mentors to Americas youths through CAP Cadet Programs. For more information about Civil Air Patrol programs, call 1-800-FLY-2338.

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CAPP 190-1 (E)

News Releases

Sample News Releases

SLUG TITLE (Indicate the topic of the news release.) (HOMETOWN, STATE) Begin your first paragraph with the name of your town and state, followed by an em-dash (or double hyphen). This is known as the dateline. The first paragraph should summarize essential elements of the news story; i.e., Who, What, When, Where, and Why. Indent each paragraph about one-half inch. The second, and succeeding paragraphs should contain further details of the news story, in the descending order of importance. This is known as the inverted pyramid style of news writing, described in detail earlier in this chapter. Do not hyphenate words at the ends of lines. Keep your news release brief a single page is ideal. If you must continue your news release to a second page, put the word MORE in parentheses at the bottom of the first page to indicate continuation on a second page. MORE SLUG TITLE Page 2 Repeat your slug line at the top of the second page opposite the page number and continue on with your story. Close your story with the following tag line: Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, service organization. The unpaid members perform more than 85 percent of inland search and rescue missions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take a leading role in aerospace education and conduct one of Americas finest youth programs through CAP Cadet Programs. For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338. At the end of your story type 30 or #####, to indicate the end of your news release. 30 The news releases on the following pages are samples. Feel free to fill in the blanks or edit to suit your local unit. All are available on diskette in MS Word format. Call NHQCAP/PA for your diskette.

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CAPP 190-1 (E)

News Releases
APPOINTMENT TO NEW POSITION

(HOMETOWN, STATE)(Rank, members name) has been appointed to (new position) at Civil Air Patrol (squadron name). (Rank, name) will assume his/her new duties on (date). (Quote from commanderoptional.) As (position), (rank name) (briefly describe duties). Civil Air Patrol members are appointed to new positions based on training, experience, and years of service in Civil Air Patrol. (Rank, name) has been a Civil Air Patrol member for ______ years. He/she is an (occupation) with (name of company). Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, service organization. The unpaid members perform more than 85 percent of inland search and rescue missions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take a leading role in aerospace education and conduct one of Americas finest youth programs through CAP Cadet Programs. There are more than _________Civil Air Patrol members in (your state). For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338. 30
NEWS RELEASE FOR ADULT MEMBER PROMOTIONS

(HOMETOWN, STATE)(Members name) has been promoted to (rank) in Civil Air Patrol at a (ceremony/meeting) at (location) on (date). (New rank, name) is (CAP position) at (members squadron). As (position), (rank name) (briefly describe duties). He/she is an (occupation) with (name of company). (Quote from commanderoptional.) Civil Air Patrol adult members are promoted based on training, experience, and years of service in Civil Air Patrol. (Rank, name) has been a Civil Air Patrol member for ____ years. Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, service organization. The unpaid members perform more than 85 percent of inland search and rescue missions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take a leading role in aerospace education and conduct one of Americas finest youth programs through CAP Cadet Programs. There are more than _________Civil Air Patrol members in (your state). For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338. 30

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CAPP 190-1 (E)

News Releases
NEWS RELEASE FOR CADET MEMBER PROMOTIONS

(HOMETOWN, STATE)(Members name) has been promoted to (rank) in Civil Air Patrol at a (ceremony/meeting) at (location) on (date). (New rank, name) is (CAP position) at (members squadron). As (position), (rank name) (briefly describe duties). He/she is a student at (school name). (Quote from commanderoptional.) Civil Air Patrols Cadet Programs is designed to provide youth, from sixth grade through age 20, with a safe, encouraging environment in which to learn, mature and explore opportunities to help them reach their potential as adults. Cadets participate in a structured program through group and individual activities that include aerospace education, physical training, leadership, and moral and ethical values. The program encompasses 16 achievement levels that include study in these four areas. Upon completion of each achievement, the cadet earns increased cadet rank, decorations, awards, eligibility for national and international special activities, and an opportunity for flight and academic scholarships. The program aims to produce well-rounded, confident young people equipped to meet the challenges of adulthood. (Rank, name) joined Civil Air Patrol (date of membership). Civil Air Patrol, the official U.S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, service organization. The unpaid members perform more than 85 percent of inland search and rescue missions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take a leading role in aerospace education and conduct one of Americas finest youth programs through CAP Cadet Programs. There are more than _________Civil Air Patrol members in (your state). For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338. 30

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CAPP 190-1 (E)

News Releases
NEWS RELEASE FOR COMPLETION OF LEADERSHIP SCHOOLS (Adult Member)

(TOWN, STATE)(Rank, name) of (hometown, state) graduated from Civil Air Patrol (name of school) at (location) on (date). (Quote from commander or school leader.) (Brief description of school.) (New rank, name) is (CAP position) at (members squadron). As (position), (rank name) (briefly describe duties). He/she is a student at (school name). Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, service organization. The unpaid members perform more than 85 percent of inland search and rescue missions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take a leading role in aerospace education and conduct one of Americas finest youth programs through CAP Cadet Programs. There are more than _____ members in (your state). For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338. 30
NEWS RELEASE FOR COMPLETION OF CADET ACTIVITY

(TOWN, STATE)(Rank, name) of (hometown, state) graduated from Civil Air Patrol (name of school) at (location) on (date). (Quote from commander or school leader.) (Brief description of activity.)* (Rank, name) is (CAP position) of (squadron/unit name) and has been a member of Civil Air Patrol for ______ years. He/she is a student at (name of school). Civil Air Patrols Cadet Programs is designed to provide youth, from sixth grade through age 20, with a safe, encouraging environment in which to learn, mature and explore opportunities to help them reach their potential as adults. Cadets participate in a structured program through group and individual activities that include aerospace education, physical training, leadership, and moral and ethical values. The program encompasses 16 achievement levels that include study in these four areas. Upon completion of each achievement, the cadet earns increased cadet rank, decorations, awards, eligibility for national and international special activities, and an opportunity for flight and academic scholarships. The program aims to produce well-rounded, confident young people equipped to meet the challenges of adulthood. Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, service organization. The unpaid members perform more than 85 percent of inland search and rescue missions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take a leading role in aerospace education and conduct one of Americas finest youth programs through CAP Cadet Programs. There are more than _____ members in (your state). For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338. 30 *See Special Activities for Cadets. 10-8

CAPP 190-1 (E)

News Releases
LOCAL CAP MEMBER RECEIVES NATIONAL HONOR

(TOWN, STATE)(Rank members name) was honored as Civil Air Patrols (award name) at the Air Force Auxiliarys CAPs National Board and Annual Conference, (date, location). (rank, last name) resides in (city, state). (Quote from commander.) The selection of (rank, last name) as (award) was based on several noteworthy accomplishments. (List accomplishments.) (Award description.)* Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, service organization. The unpaid members perform more than 85 percent of inland search and rescue missions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take a leading role in aerospace education and conduct one of Americas finest youth programs through CAP Cadet Programs. There are more than _____ members in (your state). For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338. 30 *See Award Descriptions.

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CAPP 190-1 (E)

News Releases
LOCAL CAP WING/UNIT RECEIVES NATIONAL HONOR

(TOWN, STATE)(Rank members name) was honored as Civil Air Patrols (award name) at the Air Force Auxiliarys CAPs National Board and Annual Conference, (date, location). (Rank, last name) resides in (city, state). (Quote from commander.) The selection of (wing/unit) as (award) was based on several noteworthy accomplishments. (List accomplishments.) (Award description.)* Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, service organization. The unpaid members perform more than 85 percent of inland search and rescue missions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take a leading role in aerospace education and conduct one of Americas finest youth programs through CAP Cadet Programs. There are more than _____ Civil Air Patrol members in (your state). For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338. 30 *See award descriptions.
MEMBER RECEIVES AWARD

(TOWN, STATE)(Rank, members name) received Civil Air Patrols (award) for (brief description of action leading to award; i.e., saving a life, etc.) during a ceremony (date, location). (Rank, last name) resides in (city, state). (Quote from commander.) (Award description.)* (Rank, last name) received (award) for (describe event). Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, service organization. The unpaid members perform more than 85 percent of inland search and rescue missions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take a leading role in aerospace education and conduct one of Americas finest youth programs through CAP Cadet Programs. There are more than _____ Civil Air Patrol members in (your state). For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338. 30 *See Award Descriptions or CAPR 39-3, CAPR 50-17, and CAPR 52-16 for description of award.

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CAPP 190-1 (E)

News Releases
NEWS RELEASE FOR SPAATZ RECIPIENTS

(HOMETOWN, STATE)(Rank, members name) is Civil Air Patrols newest recipient of the General Carl A. Spaatz AwardCAPs highest achievement for cadets. (Presenters name) presented (rank name) with the award during a ceremony at the (location) on (date). (Rank, name) is a member of (squadron name) and a student at (school name). (Quote from commanderoptional.) Civil Air Patrols Cadet Programs provides a structured program for youth, from sixth grade through age 20. The program encompasses 16 achievement levels that include study in four areas aerospace education, physical training, leadership, and moral and ethical values. Upon completion of each achievement, the cadet earns increased cadet rank, decorations, awards, eligibility for national and international special activities, and an opportunity for flight and academic scholarships. Established in 1964, the award honors the late General Carl A. Spaatz, who became the first Air Force Chief of Staff on September 26, 1947. When Congress designated the Civil Air Patrol as the official Auxiliary of the U.S. Air Force on May 26, 1948, General Spaatz was appointed CAPs first National Board chairman. He held this position until April 27, 1959. A cadet earns the Spaatz award after completing all 16 achievements in the program and passing a rigorous four-part examination consisting of written exams in aerospace education and leadership, a written essay, and a physical fitness test. The Spaatz examination is very difficult and demanding. It is earned by less than 1 percent of all CAP cadets who enter the program. To further highlight the difficulty in achieving this goal, less than 1,500 cadets have earned the Spaatz award since its inception in 1964. Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, service organization. The unpaid members perform more than 85 percent of inland search and rescue missions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take a leading role in aerospace education and conduct one of Americas finest youth programs through CAP Cadet Programs. There are more than _________Civil Air Patrol members in (your state). For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338. 30

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CAPP 190-1 (E)

News Releases
WING/SQUADRON TESTS READINESS IN EXERCISE

(TOWN, STATE) Members of Civil Air Patrols (squadron or wing name) will take part in a search and rescue exercise on (date). The exercise begins at (start time) at (location) and is expected to last until (end time). (Number) airplanes and (number) volunteers are expected to participate in (day of week)s exercise. (Quote from commander.) The exercise is designed to evaluate volunteers skills in search and rescue techniques. Pilots and observers will test flying and observation skills required for aerial searches while ground teams will practice land navigation skills and refine their first-aid knowledge. The teams will use tracking devices that pick up locations of distress beacons as relayed by global positioning satellites. (Wing/squadron name) members will coordinate the exercise with the help of Civil Air Patrols radio communications network. Civil Air Patrol, the official U. S. Air Force Auxiliary, is a civilian, volunteer, nonprofit, service organization. The unpaid members perform more than 85 percent of inland search and rescue missions as tasked by the Air Force Rescue and Coordination Center. Volunteers also take a leading role in aerospace education and conduct one of Americas finest youth program through CAP Cadet Programs. There are more than _____ Civil Air Patrol members in (your state). For more information about Civil Air Patrol, (local contact information) or call 1-800-FLY-2338. 30

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CAPP 190-1 (E)

News Releases

Special Activities for Cadets

Air Force Space Command Familiarization Course
For cadets age 15 and older, this course provides an in-depth look at the Air Force space program while students learn about orbital mechanics, and domestic and foreign launch capabilities. Students may also take part in flight simulator training, T-43 and helicopter orientation flights, and tours of space facilities. This course is conducted over the summer at Peterson Air Force Base, Colorado, and Patrick Air Force Base, Florida.

Air Education and Training Command Familiarization

The 1-week AETC Familiarization Course is designed to give students the opportunity to attend class, observe and learn side-by-side with Air Force instructor pilots at Columbus Air Force Base, Mississippi, and Laughlin Air Force Base, Texas. Field trips include tours of the air traffic control tower, aircraft maintenance hangars, and parachute shop.

National Blue Beret

The National Blue Beret activity offers the chance for members to work the Experimental Aircraft Associations annual fly-in at Oshkosh, Wisconsin. Cadets learn aircraft marshalling and direction-finding techniques.

Jacksonville University/Comair Academy Airline Training Track

This joint venture between Jacksonville University and Comair Academy gives cadets a head start on aviation careers. Graduates from the program are eligible for six college credit hours at Jacksonville University. In addition, flight time may be applied toward a private pilot license.

Pararescue Orientation Course

The Pararescue Orientation Course is a weeklong introduction to the techniques used by the Air Force pararescue team. Cadets actively participate in training at Kirtland Air Force Base, New Mexico; Fort Knox, Kentucky; and George Washington National Forest, Virginia. The curriculum includes land navigation, survival techniques, rock climbing, rapelling, and other skills.

Advanced Pararescue Orientation Course

Cadets concentrate on either mountaineering or navigation to further develop skills learned in the basic course. In both tracks, cadets are introduced to pararescue medical training.

National Flight Academy Power Track

Participants spent about 10 hours behind the yoke learning the basics of flying a powered aircraft. Students complete about 25 hours of ground instruction and put it to use during additional hours flying as an observer. All cadets receive real flight time in a Cessna 172. Many graduates of the National Flight Academy continue training for their FAA private pilot license.

National Flight Academy Glider Track

This course gives selected students, 14 and older, the opportunity to get in the cockpit of a sailplane with a certified flight instructor. The cadets learn the basics of maneuvering a 10-13

CAPP 190-1 (E)

News Releases
nonpowered aircraft. The academies are held at various locations throughout the U.S. All cadets receive real flight time in a sailplane.

National Ground Search-and-Rescue School

This joint venture between Operations and Cadet Programs gives hundreds of members the opportunity to become qualified in emergency services. This course is conducted by CAP, the U.S. Air Force and industry experts at Camp Atterbury, Indiana, 35 miles south of Indianapolis. Civil Air Patrol, Air Force and industry experts teach cadets the latest search-and-rescue techniques. Students sleep in tents and participate in survival exercises.

Hawk Mountain
Although the Pennsylvania summer Ranger School at Hawk Mountain has only recently been approved as a national activity, it has a long, proud history as one of the premier emergency services activities in the country. The school offers courses such as basic, advanced, team commander, special advanced and field medic. Prior graduates are encouraged to return for advanced training.

Cadet Officer School

Cadet Officer School is a challenging, 8-day course designed to instill leadership and management skills in CAP cadet officers. Patterned after the U.S. Air Force Squadron Officer School, COS is an in-depth study of leadership skills. Instructors guide cadets through the Air Force approach to psychology of leadership, problem-solving techniques, effective writing, effective speaking, and group dynamics.

International Air Cadet Exchange

The highlight of CAPs national activities is the International Air Cadet Exchange (IACE). Cadets and escorts from the United States are divided into groups and visit 17 different countries in Europe and the Pacific Rim. While cadets were abroad, more than 100 foreign cadets and escorts visited CAP wings in the United States. The 20-day visit enables participating cadets to learn about their host countries. Through IACE, cadets develop an appreciation of other cultures and promote international goodwill. It also gives the cadets a close-up, personal understanding of the highly interdependent nature of todays world.

Air Force Weather Agency Familiarization Course

This course held at Offut Air Force Base, Nebraska, is designed to promote interest in meteorology, careers in the Air Force Weather Agency, and aerospace careers that require knowledge of weather systems. Students receive training in weather interpretation, contour mapping, severe weather analysis, storm spotting, and space/weather environment. The students tour the U.S. Strategic Command.

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CAPP 190-1 (E)

News Releases

Award Descriptions
CAP Cadet of the Year
Selection is based upon a demonstration of outstanding leadership in CAP and academic excellence in school. The nominee must have earned the Amelia Earhart Award and be a current CAP member. The winner receives a 1-year membership in Air Force Association (AFA), a commemorative plaque, plus a $1,500 scholarship for the college of his or her college of choice.

CAP Senior Member of the Year

The Senior Member of the Year is an annual award to recognize the senior member in all of CAP who has contributed most to the success of CAPs missions over the years. The selection is based on the members lifetime contributions, not just his/her accomplishments during the year nominated. The winner receives a 1-year membership in AFA and a commemorative plaque.

Frank G. Brewer-Civil Air Patrol Memorial Aerospace Award

The Frank G. Brewer-Civil Air Patrol Memorial Aerospace Awards commemorate Frank G. Brewer Sr.s lifelong interest in aviation, youth, and education. Mr. Brewer, a businessman from Birmingham, Ala., envisioned that aviation and space exploration would have a dramatic impact on our world. Upon Mr. Brewers death in 1969, his son, CAP Lt Col Frank G. Brewer Jr., established the Brewer Awards to recognize those individuals who have contributed most to the advancement of youth in aerospace activities. Each year, four categories Cadet, Senior Member, Individual, and Organization are recognized for achievements in aerospace education. Once every 5 years, the Anniversary Award is presented to an individual or organization. The Frank G. Brewer-Civil Air Patrol Memorial Aerospace Awards are the highest CAP awards given individuals and organizations within and outside of CAP who have made exceptional contributions to the advancement of youth in aerospace activities.

Cadet Brewer Recipient

Selection is based upon an outstanding aerospace achievement or contribution to the aerospace field during the calendar year preceding the selection. Nominees must have earned the Billy Mitchell Award and be a current CAP member.

Senior Member Brewer Recipient

The selection is based on an outstanding aerospace achievement or significant contributions to the aerospace field during the calendar year preceding selection. The nominee must be a current CAP member.

Individual Brewer Recipient

Nominees may include educators, state aviation officials, fixed-base operators, state superintendents of public instruction, or others who performed noteworthy aerospace achievement or made significant contributions to the aerospace field for a continuous period over the past 10 years.

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CAPP 190-1 (E)

News Releases
Organizational Brewer Recipient
Nominees may include elementary or secondary schools, colleges and universities, airlines, aircraft industries, flying schools, or other organizations that have contributed significantly to the aerospace field for a continuous period over the past 10 years.

Paul W. Turner Safety Award

The Paul W. Turner Safety Award is an annual award presented to the CAP wing with the most outstanding safety program based upon overall operational achievements along with specific contributions to safety. The winning name is added to the Paul W. Turner Safety Scroll at CAP National Headquarters.

Safety Officer of the Year

CAP annually recognizes the safety officer who contributes most to the CAP Safety Program.

Senior Chaplain of the Year

Selection criteria includes attendance at wing, region and national conferences, completion of several training requirements, participation in emergency services, and leadership within the civilian community. Chaplains nominated for this prestigious award must have completed a minimum of 5 years service in CAP.

Squadron Chaplain of the Year

Nominees are limited to squadron chaplains. Selection committee weighs criteria such as professional development, moral leadership, and participation in missions and exercises.

Communicator of the Year

This award recognizes a current member who has made significant contributions to the success of the CAP communications program. Selection is based on the members lifetime contributions rather than those accomplished during the year of the nomination.

Col Robert V. Bud Payton National Public Affairs Officer

This award is presented annually to the wing public affairs officer who manages the most effective wing public affairs program for the preceding year. The award is named in honor of the late Col Robert V. Payton, who played a part in reorganizing CAP to greet the 21st century.

Historian of the Year

A historian is a chronicler of history of a CAP unit or a wing. A history should encompass all of the events that occurred from a given time frame. Histories considered for national awards must chronicle the period of January 1 to December 31 of any year.

Squadron of Distinction
One of the Squadrons of Distinction is selected for recognition at the annual National Board meeting and presented with a $500 honorarium sponsored by the family of Brigadier General F. Ward Reilly, former Chairman of the National Board.

Squadrons of Distinction
The CAP Squadrons of Distinction program recognizes the top squadron cadet program in each region during the preceding year. All Squadrons of Distinction receive a distinctive certificate and streamer. 10-16

CAPP 190-1 (E)

News Releases
Outstanding Drug Demand Reduction Wing
This award honors the wing demonstrating the strongest commitment toward Working for a Drug Free Universe.

Paul W. Turner Safety Award

The Paul W. Turner Safety Award is an annual award presented to the CAP wing with the most outstanding safety program based upon overall operational achievements along with specific contributions to safety. The winning name is added to the Paul W. Turner Safety Scroll at CAP National Headquarters.

Search & Rescue

Each CAP wing is graded annually by a CAP-USAF inspection team on overall performance in the execution of evaluated search and rescue missions. The outstanding wing in each region receiving the highest score in its evaluations is recognized at the National Board.

Disaster Relief
Each CAP wing is graded annually by a CAP-USAF inspection team on overall performance in the execution of evaluated disaster relief missions. The outstanding wing in each region receiving the highest score is recognized at the National Board.

Counterdrug Operations
This annual award recognizes the top wings in each region in Counterdrug Operations. Wings are evaluated on criteria such as Counterdrug training; mission performance; relationships with federal, state and local Counterdrug agencies; and overall effectiveness of the wings Counterdrug program.

Aerospace Education
Each year, CAP selects the top three wings in the nation and top wing in each region in promoting aerospace education.

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CAPP 190-1 (E)

1 1
Tax Exempt Status Fund-Raising Regulation

Fund Raising

Fund Raising

Fund Raising, Donations, and Grants

Attracting donations of money and/or property can greatly supplement operating funds for CAP units. The keys to these programs are CAPs federal tax exempt status and the publics awareness of CAPs volunteer public service.

An important part of soliciting donations or conducting fund raising activities is CAPs federal tax exempt status. The IRS has ruled that CAP and its subordinate units are exempt from federal income tax under Section 501(c) (3) of the Internal Revenue Code. This makes donations to CAP eligible for deductions from income by donors as charitable contributions. For verification of CAPs tax exempt status, refer to the IRSs annual edition of publication 78 or request a current letter of exemption from National Headquarters General Counsel.

Before launching any fund-raising effort, become thoroughly familiar with CAPR 173-4, Fund Raising/Donations. This regulation provides a brief overview of acceptable fund-raising practices and policies within CAP.

Prerequisite for Raising Money

Raising money from the local community is not difficult if you have done your job in the public relations area. People will give to an organization whose good deeds are continually published in the newspaper and seen on television. However, if you have to tell them who you are and what your missions are, youre probably wasting your time asking for money. Good positive public relations and fund raising are very closely related. The American people are very generous. Each year in the United States more than $150 billion is given to charitable organizations. More than 80 percent of this comes from individual donations people like you and your neighbors. When asked why they have not given to a specific charity, most people respond with the same answer, Because I wasnt asked. Therefore, once you have established a good public relations program in the community, you must get out and ask for the donation.

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CAPP 190-1 (E)

Fund Raising
Gift Sources
All philanthropic funds originate in general areas of the economy referred to as gift sources or markets. The five gift sources for fund-raising activities are individuals, corporations, foundations, associations, and government. To some extent, each organization has potential supporters among these markets. To tap these sources, you must first identify those most likely to respond to an appeal from your unit. This will require you to properly plan your fund-raising effort. The information in the next chapter on writing a grant, gives you some fundamentals on developing a plan. These fundamentals can be applied to grant writing, direct mail, telemarketing, or any other medium you may choose to use to raise money. The secret is developing the plan, then working the plan. A very important facet of your plan is identifying your gift sources. Who will you ask for the donations? This will require some research to establish. You must understand the preferences and perceptions of the gift source and what they may require in the manner of a value exchange. What are their philanthropic interests? You need to establish the sources interests, ability and willingness to give. This is where the L-A-I principle of donor prospect identification comes to play. You must first separate your donor suspects from donor prospects. Fundraising professionals agree that seldom, if ever, will you secure a donation from a suspect. What is the L-A-I principle and what is its function in both fund-raising research and donor development? It is basically wisdom passed down through the ages from veteran fund-raising practitioners: L Linkage. A linkage relates to a contact, a bridge, or an access through a peer to the potential donor. If there is access to the gift source, then this link to the prospect makes it possible to arrange an appointment to discuss the potential of a gift. Or if the linkage is strong enough, it can sometimes be done through the mail or over the telephone. A Ability. Through research, it can be determined that the potential gift source has sufficient discretionary funds to justify a gift solicitation at the appropriate asking level. I Interest. If the potential contributor has no interest in the organization or little knowledge about its work, then the person will be prone to make a small gift or none at all. Interest in the organization and an understanding of its mission and accomplishments are imperative in the identification of valid donor prospects. Most experts agree that all three L-A-I principles must apply when separating prospects from suspects during the evaluation of gift potential. The elimination of just one of the three principles will invalidate the process and reduce the gift candidate from prospect to suspect.

Business Membership
Applications for business memberships are available from National Headquarters, Marketing and Public Relations Directorate. This is one of the easiest means to raise money for your unit. Memberships may be secured in the following categories: $5,000 $2,500 $1,000 Any Amt. 11-2 Full Business Membership Associate Membership Friend of Civil Air Patrol Contributor to Civil Air Patrol

CAPP 190-1 (E)

Fund Raising
Depending upon the size of the business, it is recommended that you set the minimum amount for this membership at $50. If a business is interested in helping the unit, it will contribute at least $50. Once you have secured the Business Membership, fax or mail a copy of the application and a copy of the business check to National Headquarters Marketing and Public Relations Directorate, and a beautiful Business Member certificate and window decals will be sent to you to present to the business.

Combined Federal Campaign, United Way

Since Civil Air Patrol is a federally tax exempt 501 (c) (3) organization, in most cases your unit would qualify for funding from these sources. Contact your local Combined Federal Campaign or United Way chairmen and find out what you need to do to get your unit registered as a recipient.

Other Fund-Raising Activities

Make sure you are completely familiar with CAPR 173-4 before commencing any fund-raising activity. Also, check local laws and ordinances to make sure you are not in violation. Some possible activities might include the following: Operation of concession booths at air shows, state fairs, sporting events, or other activities. Sale of advertising in your unit newsletter. Car and aircraft washes. Bake sales. Sale of items with a portion of the proceeds going to the unit. For example, Christmas items or tickets to a local event. Corporate and foundation grants. How to write a grant is covered more fully in the next chapter. There are a number of causes that every squadron can use to secure donations, i.e., cadet activities, equipment needs, buildings, general operating expenses. Four sample solicitation letters are included in this chapter to assist you in crafting a request for funds. You will note that each letter is personal specific information about the squadron is given. In every case, you will also note that a specific amount is requested. Never solicit a donation without telling the person how much you want and how you will use the donation. Type your letters according to CAPR 10-1. Remember the public is very generous and they are going to give their discretionary income to some worthy organization it might as well be your squadron. But you have to ask for it to receive it.

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CAPP 190-1 (E)

Fund Raising
Sample fund-raising letter #1 Event Sponsorship

(Use squadron or wing letterhead)

January 20, 2000 Mr. Lewis P. Smith, President Smith Office Supplies 123 North Main Street Daleville CA 45678 Dear Mr. Smith I am writing to request your participation as a sponsor of our upcoming Emergency Services Training. The Daleville Composite Squadron of Civil Air Patrol will be conducting this annual event on April 14 - 16, 2000 at Bankhead National Forest. We would like for Smith Office Supplies to become a partner with Civil Air Patrol and show your support for our youth and the local community by agreeing to underwrite the program expenses associated with this important training opportunity. Your tax-deductible contribution of $500 will go directly to cover the costs of training materials and emergency services equipment needed in conducting the training. Approximately 30 Civil Air Patrol members from throughout the metro area will attend. They will learn the latest methods and techniques associated with air and ground search and rescue of missing persons and downed aircraft. They will study communications and first aid and they will learn mobilization skills for effective disaster relief. In coordination with law enforcement agencies, the American Red Cross, FEMA, the United States Air Force and others, Civil Air Patrol is called on to perform hundreds of missions each year. Truly every American citizen benefits from the work of Civil Air Patrol. When the Daleville Composite Squadron is called on to assist city, county, state and federal agencies with any local emergency service, we want to be ready. That is why your $500 sponsorship is so important. It will help prepare our volunteer members to meet the future emergency service needs of this community and state. I will call your office next Thursday, January 27, for an appointment to visit with you. At your convenience, I would like to discuss your sponsorship. In the meantime, please feel free to call me if you have any questions at (234) 567-8901. I look forward to meeting with you and discussing the benefits of your participation. Sincerely

Milton A. Turner, 2Lt, CAP Emergency Services Officer

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CAPP 190-1 (E)

Fund Raising
Sample fund-raising letter #2 Specific Needs (such as uniforms)
(Use squadron or wing letterhead) January 10, 2000 Ms. Alice S. Strong Director, Community Relations Auto Locks, Inc. #3 Industrial Parkway Gladville IL 67890 Dear Ms. Strong The City of Gladville is very fortunate to have an outstanding Civil Air Patrol Cadet Squadron with over 40 active members. You may have noticed a recent newspaper article (see enclosed) about our color guard that has won numerous competitions and was selected to lead the citys 1999 Christmas parade. All of the young men and women that make up our cadet squadron are proud to be members and they are a joy to work with. The Civil Air Patrol is a uniformed organization and our uniform instills respect and pride in everyone who wears it. The uniform also helps a young person develop their self-esteem. Most of our cadets, however, come from low-income families and simply cannot afford to purchase CAP uniforms. Therefore, I am writing to request financial assistance from your company so that every member of the Gladville Cadet Squadron can proudly wear our distinctive uniform. It will cost $125 to purchase a basic uniform for each cadet and we have 18 cadets who come from low-income families (household income below the poverty level). Since Auto Locks, Inc. is one of the largest employers in our city, I am respectfully requesting that your company make a tax-deductible contribution of $2,000 toward the purchase of these needed CAP uniforms. You might be interested in knowing that the cadets conducted a car wash this past October to raise money for uniforms and made over $100. Also, the parents of some of our cadets who could afford to help out have donated another $200 to our uniform fund. To date we have raised $312 but we are a long way from the $2,250 needed. I will call your office next Tuesday, January 18, for an appointment to visit with you. At your convenience, I would like to discuss your contribution. In the meantime, please feel free to call me if you have any questions at (440) 220-1110. I look forward to meeting with you and telling you about the difference that CAP can make in the lives of young men and women. Sincerely

Harrison G. Fox, 1Lt, CAP Squadron Commander

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CAPP 190-1 (E)

Fund Raising
Sample fund-raising letter #3 Corporate Sponsors (Use squadron or wing letterhead)
January 31, 2000 Lt Col John Q. Longworth, USAF (Ret) Plant Manager Orion Technologies, Inc. 1400 Falcon Road Alexander FL 23456 Dear Mr. Longworth Thank you for attending our Civil Air Patrol squadron meeting this past Monday. All of our members enjoyed hearing about your years as a CAP cadet in this squadron during the 1960s and how that led to a distinguished 21-year career in the United States Air Force. Your presentation on Orion Technologies, Inc. was extremely impressive and I want to congratulate you on the phenomenal growth the company has experienced under your leadership. Following your presentation on Monday night, I shared with you that our squadron needed a corporate sponsor to help cover some of our annual operating expenses. You suggested that your company might be interested in serving as our corporate sponsor and that I should submit a written request so you could present the proposal to your company president. I have enclosed a copy of a three-page Sponsorship Proposal calling for an annual tax-deductible contribution of $5,000. The proposal details how the annual sponsorship would be used to purchase much needed training materials, communications and emergency services equipment, uniforms for underprivileged cadets, routine operating expenses and maintenance of our squadron building, and etc. The proposal also includes several ways which our squadron can publicly recognize Orion Technologies, Inc. as our official sponsor. Please review the proposal and let me know if I need to make revisions prior to you presenting it to your company president. Over the 40-year history of our local CAP squadron, local, state and national agencies have called on us numerous times to perform air and ground search and rescue missions, conduct counterdrug flights and even provide disaster relief manpower as well as aerial reconnaissance following two hurricanes. Truly every citizen of central Florida has benefited from the volunteer service and missions of our local CAP squadron. With Orion Technologies Inc. as our corporate sponsor, the Alexander Composite Squadron will always be prepared to meet the future emergency service needs of this community and state. Please feel free to call me if you have any questions at (313) 125-9900. I look forward to hearing from you. Sincerely

Steven C. Turner, Maj, CAP Squadron Commander

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CAPP 190-1 (E)

Fund Raising
Sample fund-raising letter #4 Business Members (Use squadron or wing letterhead)
February 5, 2000 Mr. Peter L. Floyd, President Global Transportation Services, Inc. 2830 Rocky Mountain Drive Longview CO 24080 Dear Mr Floyd As the Public Affairs Officer for the Rocky Mountain Senior Squadron of Civil Air Patrol, I have been asked by my Squadron Commander to extend a very special membership offer to you and your company. We would like for Global Transportation Services, Inc. to become a partner with Civil Air Patrol and show your support for our volunteer members and the local community by becoming a Business Member of our local squadron. In consideration of the many humanitarian services performed by Civil Air Patrol, your company can apply for Business Membership in one of the following categories: Full Business Membership Associate Membership $5,000 $2,500 Friend of CAP Contributor to CAP $1,000 $ 500

In coordination with law enforcement agencies, the American Red Cross, FEMA, the United States Air Force and others, Civil Air Patrol is called on to perform hundreds of missions each year. Truly every American citizen benefits from the work of Civil Air Patrol. When the Rocky Mountain Senior Squadron is called on to assist city, county, state and federal agencies with any local emergency service, we want to be ready. That is why your companys Business Membership is so important. It will provide the funds needed in preparing our members to meet the future emergency service needs of this community and state. I have enclosed a Business Membership application for you to complete. Once the application is processed your company will receive a beautiful 11- by 14-inch framed certificate from the Civil Air Patrol National Headquarters. Also, our local squadron will publicly recognize Global Transportation Services, Inc. in all our press releases and public appearances. I will call your office next Tuesday, February 15, for an appointment to visit with you. At your convenience, I would like to discuss your Business Membership in Civil Air Patrol. In the meantime, please feel free to call me if you have any questions at (301) 455-0140. I look forward to meeting with you. Sincerely

Cathy F. Jones, Capt, CAP Public Affairs Officer

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CAPP 190-1 (E)

1 2
A
What Is a Grant?

Grant Proposals

Successful Grant Writing

nyone can learn to write a successful grant with the appropriate tools and a basic knowledge of grant writing. Writing competitive grants means being a little better than the rest in researching, formatting, and writing your proposal. If youre willing to invest the time and energy necessary in learning how to do it right and follow the tips provided in this pamphlet, youll find that your grant proposals will almost always be read. Not always awarded, but at least youll know they were read and that alone will put you one step ahead of most of the competition. There is no way every aspect of creating a grant proposal can be covered in a single chapter. The information presented in this chapter is designed as a guide and as a reference tool for novice grant writers.

Successful Grant Writing

A very simple definition is a grant is a source of funds that an organization or corporation wishes to donate for a worthy cause. Most grants are awarded for specific programs, activities, or projects. Funding organizations are much more likely to fund small grants $3,000 to $5,000 than large ones. However, grant awards can and do go into the millions of dollars. One important point to remember as you begin your fund-raising activities into the area of grants is dont get greedy. There are a number of types of grant proposals one may submit. The requirements for each may differ somewhat. Program proposal. To provide one or more services to individuals, families, groups, or communities. Research proposal. To study a problem, group of people or organization, or to evaluate a service or program. Training proposal. To offer training and educational programs to individuals, groups, organizations, or communities.

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CAPP 190-1 (E)

Grant Proposals
Planning proposal. To provide planning, coordination, and networking in connection with a problem or among a group of organizations or programs. Technical assistance proposal. To provide assistance to groups, agencies, and organizations in developing, implementing, and managing programs, studies, or other activities. Capital improvement proposal. To build or remodel buildings and acquire equipment.

There are other types of grant proposals. However, these six are the major types.

Sources for Grants

Government. Total funding available: $100 billion annually. Foundations. Approximately 22,000 funding sources. Newsletters are available from 200 of these funding sources. Annual reports are available from 300 of these funding sources. A handful have guidelines for writing proposals. Industry only 35 percent of 2.3 million corporations give away anything. Of the 35 percent, only 6-10 percent give away more than $500. Corporations give 40.8 percent to the education sector, 30.2 percent to the health/welfare sector, 12 percent to the civil sector, and 11 percent to the culture sector. Corporations only give funding to projects which can help them directly or indirectly to improve profit, to assist in making them better corporate citizens, to help in product development, to help in worker support, to better understand main philosophy.

Where To Begin
#1 Decide What You Want Funded
Perhaps you need funding for: Training programs. Cadet scholarships. A building for your squadron. Few funding bodies grant monies for general operating expenses. Be specific. Identify a specific need.

#2 Visit the Foundation Center at Your Public Library

There you should be able to find large volumes listing foundations and the type of activities funded. Locate foundations in your general area (or state) that traditionally fund activities similar to yours. Always pick four or five sources (at the very least) to apply for funding. To only pick one would drastically reduce your changes of securing funding. Submitting grants to several sources

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CAPP 190-1 (E)

Grant Proposals
is better than having one grant go to only one source and be rejected. The odds are in your favor. However, do not inundate the foundation/corporate world with dozens of different proposals. Pick a specific need and stick with it until you get funded. CLUE: It may be a while before you hear any response, but DO NOT call them theyll notify you one way or the other. The listings in The Foundation Center will provide you with all the information you should need to prepare an effective grant proposal. Most sources will list: Name of the foundation. Areas of interest. Type of projects funded. Eligibility requirements. Geographic restrictions. Award amounts. Projects previously funded. Application procedure. Contact name and position.* Dates to submit application. *It is always a good idea before submitting your grant proposal to call the foundation office and confirm the name and position of the contact person and the address.

Before You Begin

You should know that a grant proposal serves four main functions: A program plan, a request, a promise, and instrument of persuasion.

A Program Plan
A written statement that represents a particular program or project an organization would like to undertake. For you, it represents a set of guidelines for implementing the program. To the fund administrator, it is an indication of your program planning ability. Therefore, its important that the proposal clearly indicate all of the major activities that will be carried out and how they will be organized and implemented.

A Request
The second function of a proposal is that it represents a request for the allocations of financial resources from the funding source, which means that the proposal should clearly indicate the exact amount of money being requested, what specific items the money will be spent for, and a justification of the need for each major item.

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CAPP 190-1 (E)

Grant Proposals
A Promise
The third part of your proposal is a promise. You will make a commitment to the fund administrator that certain things will be done during a specified time period at a specific cost.

Persuasion
The fourth function of a proposal is that it is an instrument of persuasion. Through the proposal you will seek to persuade some person or organization to support the proposed activity by allocating funds to it. In addition to providing money, the funding source normally lends its name to the project, helping to legitimize the project. Money and legitimation are not easily disbursed, so the fund administrators need to be convinced that their support should be granted.

Writing Your Proposal

The average persons span of attention when reading is 10 minutes. After that he will begin to scan the document, picking up key words, and may miss an important point. You must grab the readers attention if you want your message to get across. What can you do to make sure that your writing captures and keeps your readers attention? Use boldface, UPPERCASE, underlined, or italicized type for key words, phrases, or sections Use double spacing and wide margins on all sides. mmmm Use bullets to list key points.

Use graphics lots of them.

Paper
Color can create a more conducive mood for reading. Does the funding source appear to be conservative or liberal? Make this determination by the previous types of projects they have funded. Conservative sources Only use white, gray, or buff colors. Regional preferences Great Lakes region blue or green shades. Eastern seaboard (or any of the top 10 foundations in the nation) white or gray. Rest of the U.S. pastel shades, harvest gold, wheat, buff, peach, light brown. NEVER USE COLORED PAPER WITH STATE OR FEDERAL GOVERNMENT GRANTS.

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CAPP 190-1 (E)

Grant Proposals

Organization & Components

Select a Name for the Project
A tried and true fact: the project name will serve as a driving force to help you in writing your grant proposal. It should be brief, suggestive of purpose, and memorable.

Two Orders for Organizing

Your proposal will have two orders: Writing order. Final project order.

The Writing Order

1. 2. 3. 4. 5. 6. 7. Introduction Statement of Need Plan of Operation Evaluation Key Personnel Commitment and Capacity Budget 8. Bibliography (if applicable) 9. Definitions 10. Abstract (Summary) 11. Table of Contents 12. Cover Page 13. Cover Letter

Final Project Order

1. Cover Letter (loose, not attached to the proposal). 2. Cover Page (also known as the title page). 3. Table of Contents (preferably if your proposal is over 10 pages total). 4. Abstract or summary (again, this is if your proposal is over ten pages long). 5. Definitions (only if you use a lot of jargon or abbreviations). 6. Introduction (the who, what and where). 7. Statement of Need (What is the problem?). 8. Plan of Operation (detailed solution). 9. Evaluation (How will you measure effectiveness). 10. Key Personnel (Team members responsible for the project). 11. Commitment and Capacity (What resources are already available to you?). 12. Budget (Try to tie each dollar requested to an objective. Ask, does the money match the request?). 13. Endnotes (Use endnotes, rather than footnotes). 14. Attachments (letters of support, audit statement, IRS nonprofit status letter, and other supplementary documentation. Use the writing order when composing your grant proposal. Use the Final Project Order when organizing your grant proposal. Tips: When writing a government grant proposal you will have numerous forms to fill out, as well as a detailed proposal narrative. Specific guidelines will be required. They can be quite long. A length of 40 pages is not unusual. 12-5

CAPP 190-1 (E)

Grant Proposals
However, most foundations do not provide specific guidelines. You will be expected as an experienced grant writer to demonstrate how thorough you can be in as few words as possible. LESS is always better.

Format for Foundations

Three primary elements: Cover Letter Introduction Additional Materials

The Cover Letter

Your cover letter will determine if your grant proposal will be read by the funding body. It will be your primary motivator in determining if you are indeed better than the competition. So follow the following points closely it could determine success or rejection. Your letter should.... .... be brief (one page). .... proclaim the urgency of the problem you propose to address. .... say something different. .... cite dramatic need or unique quality. .... highlight outstanding endorsements. .... name linkage persons. .... offer to provide additional information/clarification/answers to questions. Finally, show evidence of organizational commitment to your proposal through the cover letter. Commitment by the board of directors is required by some funding sources. In most cases the letter should be signed by a top authoritative figure within the organization.

The Proposal
Introduction
Be different. Make your proposal stand out from the rest.

Your introduction is the who, what, and where of CAP and your squadron/wing....a mental trip through Civil Air Patrol. Your introduction should be no more than two double spaced pages. Use factual information in describing your organization. Introduce the organization. State where is the organization located. Tell the purpose of the organization. Use legal name of organization. Include address, city, and state of your location. Note interesting information about your area.

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CAPP 190-1 (E)

Grant Proposals
Demographics (unemployment, average income, population, etc.), what is unique about your county, city, squadron, etc. Date the organization was founded. Circumstances leading up to the organizations establishment (CAP has an interesting and

exciting beginning Be excited about it.) Your organizations mission.

Population you serve type and size. Unique qualities of your squadron/wing.

tion.

Niche. State organizations/squadrons/wings niche or area of expertise, awards, or recogni-

Statement of Need
ALWAYS provide a transition statement from one section of your proposal to the next. Example: At the end of the Introduction you might write, The purpose of this request is to enlist (garner, elicit, encourage, seek) your support for Project (name of project). Use a Thesaurus. Everyone doesnt have the vocabulary of Webster. Your introduction will establish your credibility. Your Statement of Need will demonstrate your ability to plan a good program. NEVER, NEVER list a lack of money as the need! Everyone understands you are asking for money. It is a given. In this section, only describe and document the situation that will be dealt with if you are awarded the grant funding. DO NOT go into the method you will use to deal with the situation save that for later. In this section you should .... .... use the most impacting language in your entire grant. .... use factual terms supported by statistics. .... use quotes from authorities. .... make a case for the problem/project on a local level. .... use hard hitting language and information. .... provide heart-wrenching picture of your need if possible. CLUE: Only identify the need in this section. To do this you must understand the difference between problems and needs and the methods of solving problems or satisfying needs which youll cover later in your proposal.

Four Rules for Writing Your Statement of Need

1. Make a logical connection between the organizations background and the problems and/or needs with which you propose to work. 2. Clearly define the problem(s), need(s) with which you intend to work. Make sure that what you propose is workable that it can be done within a reasonable time, by your organization/ squadron/wing and with a reasonable amount of money.

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3. Support the existence of the problem/need by evidence. Statistics, statements from groups in the community concerned about the problem/need, from individuals involved with similar or related situations, and from other organizations working in your community and from professionals in the area. 4. Be realistic dont try and solve all the problems of the world in the next 6 months. CLUE: Give careful consideration to your presentation in this section. This is not the area to project hope or a solutionrepeat that will come later. Avoid using the phrase a lack of anything. To do so denotes a lack of method, also.

Plan of Operation: (or methods and procedures)

Now you will tell how you plan to accomplish the goals you set in your proposal. Your Plan of Operation is your vision, in detail, of a solution to your problem. Necessary components of your Plan of Operation are: 1. A clear statement of the purpose of your project (the opening paragraph), and 2. Attainable goals, listed in rank order, with objectives following each goal. Think each goal through carefully. Make certain it is measurable and fits the definition listed below: Goals Outcomes. What you want your project to accomplish by the end of the funding period. Objectives Measurable steps your project will take to achieve the related goal and address the problem introduced in the Needs Statement. A timetable should be included to indicate when you intend to accomplish the project objectives. Don't underestimate the time it will take to accomplish your goals, just because you think it sounds good in your proposal. Do not use specific dates in this section. You do not know when funds will be awarded. Use month 1, month 2. A flowchart tracking the flow of each activity (objective) is helpful, but takes more time to develop. Various software programs can lessen preparation time. Include your methods to accomplish the objectives. The methods should flow from the objectives. Make them understandable and include a detailed explanation. Always include alternative methods, if applicable, for reaching the objectives. Often you can incorporate methods used by other organizations in this section. This is not the section to skimp on. The "keep it short and simple" rule does not apply in your Plan of Operation. Unless the guidelines provided by the foundation state a "one page" Plan of Operation. Always follow the guidelines provided.

Evaluation
The evaluation portion of your proposal will have two components: .... the outcome evaluation .... the process evaluation

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Outcome evaluation measures the results of your program. Did the program (1) achieve its stated objectives? and (2) show how this accomplishment can be attributed to the program. Process evaluation determines whether it has been conducted in a manner consistent with the proposal's plan, and the relationship and impact that other CAP programs had on the project's success. If you do not include an evaluation plan, the foundation will use its own plan and it may be much more critical of the program than if you provide your own plan. Provide a brief paragraph stating who will conduct the evaluation. Sometimes an outside evaluator will do the evaluation. You can provide for the cost of the evaluation in your budget. Identify what you hope to learn from the results of the project evaluation for example, problem areas, areas of strength, areas to improve, and ways to redirect your efforts. A sample evaluation plan is included at the end of this chapter.

Key Personnel
Identify your key personnel: Project director, administrators overseeing the project, and any others who will be involved in your project. List the following: Educational background. Current educational pursuits (if applicable). Detailed professional experience (as it relates to the project area). Indicate what percentage of each individual's time will be devoted to the project. Include the organization's equal opportunity statement at the end of your key personnel section. If you are not sure who will direct the project, include a job description instead.

Commitment and Capacity

What is the capacity of CAP (or your squadron) to implement and manage this project? What assurances can you give the funding source? If the project is part of CAP's long-range strategic plan, then discuss the plan and how this project fits in. If "partnership" organizations will be working with you in a collaborative effort, include their names and roles in the project. If the organization will be providing in-house support, list it in this section. In-house support could include personnel time, space for the project staff, utilities, maintenance, duplication, clerical support, and any other resources that will be made available by CAP or your staff to the project at no cost. Assign an estimated amount (value of services) to this Commitment Statement.

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Some, but not all, of the following areas can be addressed in this section: Commitment to the proposed project. Fiscal capacity. Program capacity. Future intention of responsibility for the program after funding period is over. Adequacy of budget. Effective management plan.

Budget
Make sure the budget you submit is a well thought-out, well-researched estimate of what your project will cost. Offer a detailed narrative on each final line item in your budget. Include specifics on personnel costs, fringe benefits, travel costs, equipment, supplies, contracted services, construction, and other expenses. You may want to break out your budget into categories: Personnel costs. Non-personnel costs. Indirect costs. Personnel costs will include a listing of all full and part-time staff in the proposed program. Even if the staff is a volunteer staff, show the time the volunteer(s) will be spending and assign a value to that. Funding bodies often require the organization to "donate" 20 percent to 25 percent of the grant amount. Volunteer time can account for this. Non-personnel costs will include space costs (facilities), rental, lease or purchase of equipment, supplies, travel, and other costs. Other costs include items like dues, printing, tuition, etc. Indirect costs are defined by the federal government as "those costs of an institution which are not readily identifiable with a particular project or activity, but nevertheless are necessary to the general operation of the institution and the conduct of the activities it performs." This could include operating and maintaining buildings and equipment, depreciation, general telephone expenses, etc.

Checklist for Grant Writers

These tips are invaluable. Read them before you begin your writing and again when you feel you have finished. Be clear. Before starting the application process, be clear about what you want to accomplish. Draw up a long-range plan that projects goals at least 5 years ahead. Research potential funds thoroughly a cursory look through a foundation directory isn't good enough. Then apply what you've learned. Don't ignore a fund administrators guidelines in the hopes of "fitting" your proposal into their niche. Preview successful applications from grant-seekers whose projects are similar to yours. You'll not only get some good ideas, but an understanding of the competition, too. Verify available funding, divide your efforts into three further phases: writing the proposal, marketing, and management. 12-10

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Gauge your time. Writing the proposal should take only about 40 percent of your time. Try to get program officials to review a 3-5 page summary of your plan first, to make sure you're on the right track. Basic rules of proposal writing. Don't ask for more than you need; take your time writing the proposal; never lie; never use the same application twice; be upfront about asking for money; and don't waste time getting to the point. Don't overlook marketing. It should take at least 10 percent of your time. Make sure your organization will appeal to a potential fund giver. Be professional and involve key community figures where possible. Management is vital. You must be able to demonstrate that you have the management skills and experience that can deliver success. Know the fund administrator. Your chances of success improve by as much as 300 percent when you make contact with the fund administrator before and during the proposalwriting process. Don't ask for hidden agendas, but do find out about general trends or new ideas the fund administrator is currently interested in. Stick to your timetable. Make sure you have enough time to complete the application so it meets the fund administrator's deadlines. If you don't have time to do it properly, don't compete for the grant at all. Consider cooperation. Many fund administrators, particularly federal agencies, like applications where more than one organization is involved. If you submit a cooperative proposal, remember to make sure that there is both a formal and informal relationship between grantees. When dealing with any fund administrator, but especially federal agencies, remember to read the instructions before applying. It sounds simple, but federal institutions live by two rules: 1. The agency is always right, and 2. When in doubt, refer to rule 1. Provide proof. Don't just tell the fund administrator about the existence of the problem you intend to solve; prove it with statistics, case studies, testimony, and any other measurable data. Know your budget. It's probably the first thing a fund administrator will look at in your proposal. It needs to be realistic and give credibility to your entire proposal. Present the budget separately from the rest of the application, make sure the figures are correct, and that the budget accurately reflects your needs. Keep a record of how you arrived at your costs.

Writing Tips
1. Avoid filling your proposal with jargon. 2. Begin each section with a strong, clear sentence. 3. Don't go overboard, but do try to make your proposal interesting to read. 4. Check with the fund administrator to see if there is a desired format, type style, etc. If your proposal doesn't win support, keep calm. Never berate funding officials or grant reviewers. Try to get more information and ask whether it would be worth resubmitting your proposal.

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Sample Table of Contents

Table of Contents
Statement of Need ...................................................... 1-5 Plan of Operation ...................................................... 6-13 Quality of Key Personnel .............................................. 14 Budget and Cost Effectiveness .................................... 15 Evaluation Plan ............................................................. 16 Adequacy of Resources ............................................... 16 Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F Assurances

Evaluation Plan Foundation

GOAL 1: To increase learning options for children and youth at-risk in Orange and San Marcos counties.

Objectives At-risk and other elementary students in Orange and San Marcos counties will show

significant gains in achievement, motivation, and performance of basic skills in participating classrooms.

At-risk and other elementary students will show significant gains in self-esteem, communication, and other important social skills in participating elementary classrooms. Measurement As measured by teacher and parent observation and standardized tests used in the participating districts.

As measured by teacher and parent observation and our self-concept assessment.

Inventory and other selected effective measurement devices as per requirements of participating districts.

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GOAL 2: To increase wellness opinions for children and youth at-risk in Orange and San Marcos counties.

Objectives At-risk and other elementary students will show significant improvement in knowledge,

attitude and skills, allowing them to choose healthier life-styles in regard to nutrition, physical fitness, substance abuse, and stress management.

At-risk and other elementary students will show significant gains in participation in activities that enhance healthy lifelong habits in the areas of nutrition, physical fitness, substance abuse, and stress management. Measurement As measured by the pre/post screening using surveys from the statewide Health in Education Project, the Ohio State Youth Fitness Test, and teacher parent observation.

As measured by project logs showing participation levels on support groups.

GOAL 3: To support and model health behavior and increase the effectiveness of parents and community members who work with at-risk children and youth in the Orange and San Marcos counties.

Objectives Parents and community members who work with at-risk and other children and youth will
increase model health behaviors through project activities.

Parent and community members who work with at-risk and other children and youth will increase their effectiveness through project activities. Measurement As measured by pre/post surveys of parents/community members involved in project
activities.

As measured by project logs and parent/community member evaluations as part of project activities.

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GOAL 4: To support model health behavior and increase the effectiveness of middle and high school youth who work with at-risk children in Orange and San Marcos counties.

Objectives Middle and high school students who work with at-risk and other elementary students will
increase model health behaviors through project activities.

Middle and high school students who work with at-risk and other elementary students who work with at-risk and other elementary students will increase their effectiveness through project activities. Measurement As measured by pre/post surveys of middle and high school youth involved in project
activities. activities.

As measured by project logs and middle/high school youth evaluations as part of project

Interpretation of Findings
When young people who are educationally and socially at-risk are introduced to learning and wellness options, their life-style changes to a more positive mode, thus the beginning of generational life-style changes.

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